Fleet Receptionist​/Inventory Management

The Fleet Receptionist / Inventory Coordinator serves as the first point of contact for customers, vendors, and fleet clients while supporting the dealership's fleet operations. This role is responsible for managing vehicle inventory records, coordinating incoming and outgoing vehicle logistics, maintaining accurate pricing information, and providing administrative support to the Fleet Sales Department. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced automotive environment.

Fleet Receptionist / Inventory Coordinator

Fleet Manager

Loveland, OH

Non-Exempt

• Greet and assist customers, fleet clients, vendors, and visitors in a professional and friendly manner.
• Answer and direct incoming phone calls and emails to the appropriate departments.
• Schedule appointments and assist with customer inquiries.
• Maintain reception area standards and ensure a positive customer experience.
• Provide administrative support to Fleet Managers and Sales Representatives.

• Track and maintain accurate records of all fleet vehicle inventory.
• Enter new vehicle inventory into dealership management systems.
• Monitor vehicle status, including ordered, in-transit, arrived, sold, and delivered units.
• Reconcile inventory reports and identify discrepancies.
• Coordinate vehicle stock movements and update inventory databases accordingly.
• Generate inventory reports for management review.

• Coordinate transportation and delivery schedules for incoming fleet vehicles.
• Manage communication with manufacturers, transport companies, and vendors regarding vehicle shipments.
• Track incoming vehicles and ensure timely processing upon arrival.
• Prepare documentation required for vehicle transfers, deliveries, and customer pickups.
• Coordinate outgoing deliveries to customers, commercial accounts, and other dealership locations.
• Maintain accurate shipping and transportation records.

• Maintain accurate pricing information for all fleet inventory.
• Update vehicle pricing based on manufacturer incentives, rebates, and market conditions.
• Assist Fleet Managers with preparing vehicle quotations and customer proposals.
• Verify pricing accuracy in inventory management and dealership systems.
• Generate pricing reports and support profitability analysis.

• Serve as a liaison between fleet customers, transportation providers, and internal departments.
• Provide status updates regarding vehicle orders, deliveries, and inventory availability.
• Address routine customer and vendor inquiries promptly and professionally.
• Support customer satisfaction initiatives and fleet account management activities

• High school diploma or equivalent required; post-secondary education is an asset.
• Previous experience in automotive, fleet management, inventory control, logistics, or administrative support preferred.
• Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word).
• Experience with dealership management systems (DMS) preferred.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.

• Customer Service Excellence
• Inventory Control & Accuracy
• Logistics Coordination
• Data Entry & Record Management
• Pricing Administration
• Problem Solving
• Team Collaboration
• Attention to Detail
• Time Management

• Ability to sit, stand, and work at a computer for…