GM Warranty Administrator / Scheduling Coordinator / Rental Coordinator

Graff Chevrolet of Bay City; Bay City (MI); On-site; USD 17,000 - 26,000; Full time

Benefits offered by this job

Competitive hourly wage

Positive work environment

401(k) matching

Health insurance

Dental insurance

Vision insurance

Life insurance

Employee vehicle/service discount

Paid time off

Job summary

Graff Chevrolet of Bay City is seeking a highly organized, customer-focused GM Warranty Administrator / Scheduling Coordinator / Rental Coordinator to support the service department’s daily operations in Bay City, MI. The role combines warranty processing, appointment scheduling, rental fleet management, and general office duties.

The ideal candidate excels at attention to detail, communicates effectively with customers and teammates, and provides an exceptional service experience in a

Qualifications

• Excellent customer service and communication abilities.
• Strong organizational and time-management skills.
• Ability to multitask in a fast-paced environment.
• Proficiency with dealership management systems and Microsoft Office.
• Typing ability at or above average words-per-minute.
• Attention to detail and accuracy.
• Ability to learn OEM warranty policies.
• Professional demeanor when interacting with customers and staff.

Responsibilities

• Answer incoming calls professionally and courteously.
• Schedule service appointments and document customer concerns.
• Provide customers with service status, rental availability, and dealership policies.
• Follow up with customers after service to ensure satisfaction.
• Maintain positive relationships to promote retention.
• Create, process, and close warranty repair orders per GM/dealership guidelines.
• Monitor warranty claims and coordinate with OEM until payment.
• Track outstanding claims and maintain documentation.
• Coordinate rental vehicles and obtain required customer information.
• Maintain filing systems and organize service, warranty, and rental paperwork.
• Update information in dealership management software and OEM systems.
• Assist with reports, audits, and record retention.
• Support service advisors, technicians, and managers as needed.
• Perform other clerical duties as assigned.

Skills

Customer service

Communication

Organization

Time management

MS Office

Typing (WPM)

Detail-oriented

Warranty knowledge

Teamwork

Tools

CDK

Reynolds & Reynolds

Dealertrack

Job description

We are seeking a highly organized, customer-focused professional to serve as a GM Warranty Administrator / Scheduling Coordinator / Rental Coordinator. This multi-functional administrative role is responsible for supporting the daily operations of the service department through warranty administration, customer scheduling, rental fleet management, and general office support. The ideal candidate is detail-oriented, works well in a fast-paced environment, communicates effectively with customers and team members, and is committed to delivering an exceptional customer experience.

Essential Duties and Responsibilities

Customer Service & Service Scheduling

• Answer incoming phone calls professionally and courteously.
• Schedule service appointments while accurately documenting customer concerns and requests.
• Provide customers with information regarding services, vehicle status, rental availability, and dealership policies.
• Conduct follow-up calls, emails, or texts with customers after service visits to ensure satisfaction and address any concerns.
• Maintain positive relationships with customers and promote customer retention.

Warranty Administration

• Create, process, submit, and close warranty repair orders in accordance with GM and dealership guidelines.
• Review repair orders for accuracy, completeness, and compliance before claim submission.
• Monitor warranty claims through the payment process and make necessary corrections or resubmissions until payment is received from the OEM.
• Track outstanding warranty claims and maintain proper documentation.
• Communicate regularly with technicians, advisors, and management to ensure proper coding, labor operations, and repair documentation.
• Assist with internal repair orders and ensure accurate bookkeeping and record retention.

Rental Fleet Management

• Schedule and coordinate customer rental vehicles.
• Check rental vehicles in and out while obtaining all required customer information and documentation.
• Inspect vehicles before and after rental use and document condition reports.
• Monitor vehicle availability, maintenance status, fuel levels, and cleanliness.
• Maintain rental agreements, rental logs, and related records.
• Address customer questions and concerns related to rental vehicles.

Administrative Support

• Maintain accurate digital and physical filing systems.
• Process and organize service, warranty, rental, and departmental paperwork.
• Enter and update information in dealership management software and OEM systems.
• Assist with reports, audits, and record retention requirements.
• Support service advisors, technicians, and managers with administrative tasks as needed.
• Perform other clerical and administrative duties assigned by management.

Qualifications

Required Skills & Experience

• Excellent customer service and communication skills.
• Strong organizational and time-management abilities.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Proficiency with computer software, dealership management systems, and Microsoft Office applications.
• Typing skills at or above average words-per-minute proficiency.
• Strong attention to detail and accuracy.
• Ability to learn and follow OEM warranty policies and procedures.
• Professional demeanor when interacting with customers, technicians, vendors, and coworkers.
• Ability to work independently while also contributing as part of a team.

Preferred Qualifications

• Previous experience in a dealership service department, warranty administration, service scheduling, or rental coordination.
• Familiarity with General Motors warranty systems and processes.
• Experience with dealership management software such as CDK, Reynolds & Reynolds, Dealertrack, or similar platforms.
• Understanding of automotive repair orders, labor operations, and service department workflows.

Physical Requirements

• Ability to sit, stand, and move throughout the dealership during the workday.
• Ability to use computers, telephones, and office equipment for extended periods. (
• Are you sure? I think a typo; but we'll correct as specification says keep verbatim. But we need to keep content exactly. Let's keep original content. I may inadvertently added a typo. )

Key Success Factors

• Customer-focused and professional.
• Detail-oriented and accurate.
• Dependable and accountable.
• Comfortable using technology and learning new software systems.
• Able to communicate effectively with customers, technicians, service advisors, and management.
• Capable of managing multiple responsibilities while maintaining a high level of organization and efficiency.

Reports To: Service Manager
Department: Service Department
Employment Type: Full-Time

Compensation

Based on experience and qualifications. Benefits available in accordance with company policy.

We Offer

• Competitive hourly wage
• Positive and supportive work environment
• Opportunity to be part of a well-established company
• 401(k) and 401(k) matching
• Dental insurance, Health Insurance, Vision Insurance and Life Insurance
• Employee discount on vehicles, service and parts
• Paid time off