Car rental and Road Assistance Coordinator

About the job Car rental and Road Assistance Coordinator

Car rental and Road Assistance Coordinator

Position Summary

The Car Rental and Road Assistance Coordinator is responsible for coordinating, administering, and supporting all car rental and road assistance services. This role ensures timely, cost-effective, and compliant vehicle support solutions while delivering a high level of customer service to internal stakeholders. The position requires strong coordination skills, vendor management experience, and the ability to resolve transportation-related issues efficiently.

Key Responsibilities

Operational Coordination

Coordinate car rental reservations for employees, including short-term, long-term, and special project needs.

Serve as the primary point of contact for road assistance services, including breakdowns, accidents, towing, and emergency support.

Monitor and track vehicle-related incidents to ensure prompt resolution and appropriate documentation.

Vendor & Service Management

Liaise with approved rental car providers, roadside assistance vendors, and insurance partners to ensure service level compliance.

Review rental agreements, pricing, and service terms to ensure cost effectiveness and policy alignment.

Escalate service issues and follow through to resolution with vendors and internal leadership.

Compliance & Documentation

Ensure all car rental and road assistance activities comply with company policies, safety standards, and U.S. regulations.

Maintain accurate records of rentals, incidents, invoices, and approvals.

Support audits and reporting related to transportation services.

Financial & Administrative Support

Review, reconcile, and process invoices related to car rentals and road assistance services.

Track usage trends and prepare summary reports for the GS Supervisor.

Identify cost-saving opportunities and process improvements.

Communication & Customer Service

Provide clear, timely communication to employees regarding rental procedures, coverage, and support services.

Respond promptly and professionally to urgent transportation issues.

Collaborate with HR, Facilities, Security, and Operations teams as needed.

Required Qualifications

High school diploma or equivalent required; associate degree or higher preferred.

Minimum 2-3 years of experience in coordination, logistics, fleet support, travel services, or administrative operations.

Strong organizational and time-management skills with attention to detail.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office (Outlook, Excel, Word).

Ability to handle urgent situations calmly and professionally.

Preferred Qualifications

Experience working with car rental agencies, fleet services, or roadside assistance programs.

Familiarity with invoice reconciliation and vendor contract coordination.

Experience in a manufacturing, technology, or corporate operations environment.

Bilingual (English/Spanish or other languages) is a plus.

Core Competencies

Customer-focused mindset

Problem-solving and decision-making

Vendor relationship management

Confidentiality and professionalism

Ability to work independently and as part of a team

Physical & Work Environment Requirements

Ability to work standard business hours with flexibility for urgent situations as needed.

Occasional lifting of documents or small office items (up to 15 lbs).

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