Elmhurst Ford Rental / Loaner Vehicle Coordinator

Elmhurst Ford; Addison Township (IL); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement savings plan

Paid time off

Employee discounts

Opportunities for career growth

Supportive team environment

Job summary

Elmhurst Ford is seeking a Rental / Loaner Vehicle Coordinator to support our Service Department. You will manage daily rental/loaner scheduling, verify licenses and insurance, and ensure vehicles are clean, fueled, and ready for customers.

The role emphasizes organization, teamwork with Service Advisors, and delivering a positive customer experience throughout pickup and return.

Qualifications

• Experience in automotive dealership, rental car company, service department, or similar customer service role.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Able to multitask and prioritize in a fast-paced environment.
• Comfortable using scheduling software and dealership management systems.

Responsibilities

• Coordinate daily scheduling, assignment, and return of rental and loaner vehicles.
• Maintain records of availability, reservations, checkouts, and returns.
• Prepare rental/loaner agreements and verify documentation.
• Inspect vehicles and document mileage, fuel, condition, and damage.
• Provide updates to the Service Department and assist customers with reservations.

Skills

Organizational skills

Customer service

Multitasking

Attention to detail

Communication

Tools

Reynolds & Reynolds

Xtime

Dealership software

Job description

Description

Join Our Team at Elmhurst Ford!

Elmhurst Ford is looking for a highly organized, dependable, and customer-focused Rental / Loaner Vehicle Coordinator to join our busy Service Department! This position plays an important role in ensuring our customers have a smooth and convenient transportation experience while their vehicles are being serviced. The ideal candidate is detail-oriented, enjoys working with people, can multitask in a fast-paced dealership environment, and takes pride in providing exceptional customer service.

Requirements

Rental & Loaner Vehicle Management

• Coordinate the daily scheduling, assignment, and return of rental and loaner vehicles for service customers.
• Maintain accurate records of vehicle availability, reservations, checkouts, and returns.
• Prepare and process rental and loaner agreements, ensuring all required documentation is completed.
• Verify customers' driver's licenses, insurance information, and eligibility before releasing vehicles.
• Conduct vehicle inspections before and after each rental or loaner assignment, documenting mileage, fuel levels, condition, and any damage.
• Monitor overdue vehicles and communicate with customers regarding expected return dates.
• Ensure all loaner and rental vehicles are clean, fueled, properly maintained, and ready for customer use.
• Coordinate vehicle cleaning, maintenance, repairs, and registration renewals as needed.

Customer Service & Communication

• Greet customers professionally and explain rental and loaner vehicle procedures, policies, and expectations.
• Work closely with Service Advisors and Service Management to coordinate transportation needs.
• Assist customers with reservations, extensions, returns, and general questions.
• Communicate vehicle availability and scheduling updates to the Service Department.
• Address customer concerns professionally and promptly, escalating issues when necessary.
• Provide a positive customer experience from vehicle pickup through return.

Administrative & Fleet Responsibilities

• Maintain accurate rental and loaner fleet records using dealership systems.
• Track vehicle mileage, fuel usage, maintenance schedules, and fleet utilization.
• Document vehicle damage, accidents, and customer concerns according to dealership procedures.
• Assist with rental billing, customer charges, and manufacturer-related loaner documentation.
• Monitor vehicle inventory and report shortages or fleet concerns to management.
• Ensure all paperwork and transactions comply with dealership policies, insurance requirements, and applicable manufacturer guidelines.
• Prepare daily or weekly reports on fleet availability, vehicle usage, and outstanding rentals.

Qualifications & Requirements

• Previous experience in an automotive dealership, rental car company, service department, or customer service role preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Comfortable using computers, scheduling software, and dealership management systems.
• Experience with Reynolds & Reynolds, Xtime, or other dealership software is a plus.
• Valid driver's license and an acceptable driving record.
• Ability to safely operate and park a variety of vehicles.
• Professional appearance, positive attitude, and strong work ethic.
• Dependable, punctual, and able to work independently as well as part of a team.

Compensation & Benefits

• $19.00 per hour
• Medical, dental, and vision insurance.
• 401(k) retirement savings plan.
• Paid time off.
• Employee discounts.
• Opportunities for career growth and advancement.
• Supportive team environment at an established automotive dealership.

Why Join Elmhurst Ford?

At Elmhurst Ford, we believe that exceptional customer service starts with a strong team. Our Rental / Loaner Vehicle Coordinator is an essential part of keeping our Service Department running efficiently and ensuring our customers receive the attention and support they deserve.

If you're organized, motivated, enjoy working with customers, and thrive in a fast-paced automotive environment, we want to hear from you!

Elmhurst Ford is an Equal Opportunity Employer. We are committed to providing a professional and inclusive workplace for all employees.