Rental Car Coordinator

Description

The Rental Car Coordinator is responsible for managing the dealership's rental vehicle fleet and ensuring customers receive a smooth, professional experience when utilizing a rental vehicle. This position coordinates rental reservations, vehicle assignments, check-ins and check-outs, vehicle availability, documentation, and communication with customers and the Service Department.

The ideal candidate is organized, customer-focused, detail-oriented, and able to manage multiple priorities in a fast-paced automotive environment.

• Coordinate rental vehicle reservations and assignments for service customers.
• Greet customers and provide a professional, courteous rental experience.
• Verify customer identification, driver's license, insurance, and other required documentation.
• Complete rental agreements, vehicle inspections, and required paperwork accurately.
• Explain rental policies, vehicle features, fuel requirements, return procedures, and customer responsibilities.
• Maintain accurate records of all rental vehicles, including availability, mileage, fuel levels, condition, and customer assignments.
• Perform thorough vehicle walk-around inspections at check-out and return, documenting any existing or new damage.
• Coordinate vehicle cleaning, fueling, and readiness between rentals.
• Monitor the rental fleet and communicate vehicle availability or shortages to management.
• Coordinate with the Service Department regarding repair status and anticipated rental needs.
• Communicate with customers regarding rental extensions, vehicle returns, and changes to their service appointments.
• Monitor rental agreements to ensure vehicles are returned on time.
• Follow up on overdue rentals and escape unresolved issues to management.
• Coordinate vehicle exchanges, pickups, or deliveries when necessary.
• Maintain organized records and ensure all rental documentation is complete and properly filed.
• Process rental charges, deposits, and other applicable fees in accordance with company procedures.
• Assist with insurance claims or damage documentation when necessary.
• Ensure all rental vehicles are properly maintained, clean, and safe for customer use.
• Report mechanical concerns, damage, accidents, or other vehicle issues immediately to management.
• Follow all company policies, rental procedures, and applicable laws and regulations.
• Maintain confidentiality of customer and company information.
• Assist the Service Department and dealership team with other duties as assigned.

• Provide exceptional customer service throughout the rental process.
• Maintain a positive and professional attitude, even when handling difficult customer situations.
• Respond promptly to customer questions and concerns.
• Clearly communicate rental policies and expectations to prevent misunderstandings.
• Work closely with Service Advisors and management to ensure customers have transportation when needed.
• Help resolve rental-related concerns quickly and professionally

• High school diploma or equivalent preferred.
• Previous customer service, rental, automotive, dealership, or administrative experience preferred.
• Valid driver's license with an acceptable driving record.
• Bilingual in English and Spanish is Preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to manage multiple customers, vehicles, and tasks simultaneously.
• Basic computer skills and the ability to learn dealership and rental software.
• Professional appearance and demeanor

• Ability to stand and walk for extended periods.
• Ability to inspect and move around rental vehicles.
• Ability to enter and exit vehicles repeatedly throughout the workday.
• Ability to occasionally lift or carry items weighing up to approximately 25-50 pounds.
• Ability to work indoors and outdoors in varying weather conditions.

The Rental Car Coordinator is expected to maintain a well-organized rental fleet, provide exceptional customer service, ensure accurate rental documentation, minimize vehicle downtime, and maintain effective communication between customers, the Service Department, and management.