Loaner Admin

Volkswagen - Tom Wood VW, Indy; Indianapolis (IN); On-site; USD 24,796 - 27,552; Full time

Benefits offered by this job

Competitive Hourly Pay

Paid Time Off (PTO) & Paid Holidays

Medical, Dental & Vision Insurance

401(k) with Company Match

Life & Disability Insurance

Tuition Reimbursement

Ongoing Training & Development

Career Advancement Opportunities

Employee Recognition & Service Awards

Employee Vehicle Purchase & Service

Job summary

Tom Wood Group is seeking a Loaner Fleet Administrator to oversee the daily operation of the dealership's courtesy transportation program and support the Service Department. You will manage a 45-50 loaner fleet, ensure vehicles are available, maintained, tracked, and ready for customers, and perform post-service follow-up calls to enhance satisfaction.

The role emphasizes strong organizational skills, accurate documentation, and proactive coordination of maintenance, detailing, and fleet

Qualifications

• High school diploma or equivalent required.
• Excellent organizational and time management skills.
• Strong customer service and communication abilities.
• Ability to multitask in a fast-paced dealership environment.
• Basic proficiency with Microsoft Excel and computer applications.
• Professional appearance and positive attitude.

Responsibilities

• Manage a 45-50 vehicle loaner fleet, ensuring availability, maintenance, tracking, and readiness for customers.
• Schedule, assign, and process loaner check-outs/returns; verify eligibility and complete documentation.
• Track vehicle location, mileage, fuel, condition, maintenance, and return dates; document any damage.
• Ensure loaner vehicles are clean, fueled, maintained, and ready for use; coordinate maintenance and recalls.
• Monitor fleet utilization and communicate availability to Service Advisors and management.
• Deliver a welcoming customer experience and explain loaner policies and expectations.
• Conduct customer experience follow-up calls after repairs; address questions and opportunities for service recovery.
• Maintain accurate loaner logs and electronic records; assist with phone calls and daily operations.

Skills

Organizational skills

Customer service

Communication

Multitasking

Microsoft Excel

Professional appearance

Education

High school diploma or equivalent

Tools

Microsoft Excel

Job description

Loaner Fleet Administrator

Department: Service
Reports To: Service Manager

Position Summary

The Loaner Fleet Administrator is responsible for overseeing the daily operation of the dealership's courtesy transportation program while providing administrative support to the Service Department. This position manages a fleet of approximately 45-50 loaner vehicles, ensuring vehicles are available, properly maintained, accurately tracked, and delivered in a professional manner. The Loaner Fleet Administrator also plays an important role in enhancing the customer experience by conducting post-service follow-up calls and supporting the service team's daily operations.

Schedule

• Monday - Friday: 7:30 AM - 5:30 PM
• Every Other Saturday: 8:00 AM - 4:00 PM
• A weekday off will be provided during any week a Saturday is worked.

Compensation

$18.00-20.00 per hour, depending on experience.

Key Responsibilities

Loaner Fleet Management

• Manage the daily operation of a 45-50 vehicle loaner fleet.
• Schedule, assign, and process all loaner vehicle check-outs and returns.
• Verify customer eligibility and complete all required loaner documentation.
• Track each vehicle's location, mileage, fuel level, condition, maintenance status, and expected return date.
• Conduct vehicle walk-arounds during check-in and check-out, documenting any damage.
• Ensure all loaner vehicles are clean, fueled, properly maintained, and ready for customer use.
• Coordinate vehicle maintenance, detailing, inspections, recalls, and repairs to minimize downtime.
• Monitor fleet utilization and communicate availability with Service Advisors and management.

Customer Experience

• Deliver a welcoming and professional experience throughout the loaner process.
• Clearly explain loaner vehicle policies and expectations.
• Conduct customer experience follow-up calls after vehicle repairs to ensure customer satisfaction, answer questions, and identify opportunities for service recovery.
• Document customer feedback and communicate concerns to dealership leadership.
• Help support dealership Customer Satisfaction (CSI) objectives.

Administrative Support

• Maintain accurate loaner logs, spreadsheets, and electronic records.
• Assist with answering incoming service department phone calls.
• Complete administrative tasks supporting daily service operations.
• Ensure all paperwork is accurate, complete, and submitted promptly.

Operational Support

• Safely move customer, loaner, and dealership vehicles throughout the property.
• Assist with staging vehicles for customer delivery and pickup.
• Maintain organization of the loaner fleet and parking areas.
• Support the service team with additional operational duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Valid driver's license with an acceptable driving record.
• Strong organizational and time management skills.
• Excellent customer service and communication skills.
• Ability to multitask in a fast-paced dealership environment.
• Basic proficiency with Microsoft Excel and computer applications.
• Professional appearance and positive attitude.

Preferred Qualifications

• Previous automotive dealership or service department experience.
• Customer service or hospitality experience.
• Familiarity with dealership management systems.
• Experience managing vehicle inventory or fleet operations.

Core Competencies

Customer Focus

Creates an exceptional customer experience by providing professional, timely, and friendly service.

Organization & Accountability

Maintains accurate records while effectively managing a large fleet of loaner vehicles.

Attention to Detail

Ensures documentation, vehicle condition, and fleet tracking are consistently accurate.

Communication

Communicates professionally with customers, advisors, technicians, and management.

Teamwork

Works collaboratively across departments to ensure efficient dealership operations.

Adaptability

Thrives in a fast-paced environment while managing changing priorities.

Benefits

• Competitive Hourly Pay
• Paid Time Off (PTO) & Paid Holidays
• Medical, Dental & Vision Insurance
• 401(k) with Company Match
• Life & Disability Insurance
• Tuition Reimbursement
• Ongoing Training & Development
• Career Advancement Opportunities
• Employee Recognition & Service Awards
• Employee Vehicle Purchase & Service Discounts

About Tom Wood Group

For more than 50 years, the Tom Wood Group has built its reputation on exceptional customer service, integrity, and developing outstanding team members. As a family-owned and locally operated organization, we are committed to creating an environment where employees can grow while delivering an outstanding ownership experience for every customer.

Our Core Values

• Humbly Confident
• Passionately Driven
• Sincere Desire to Help Others
• Uncompromising Integrit

Employment Requirements

Employment is contingent upon successfully completing all pre-employment requirements, including:

• Criminal background screening
• Motor vehicle record review
• Social Security verification
• Drug screening

Tom Wood Group is an Equal Opportunity Employer committed to providing an inclusive workplace where all employees are treated with respect and given opportunities to succeed.