Loaner Coordinator

Ocean Mazda Roswell; Roswell (GA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health benefits

401(k)

Paid time off

Employee discounts

Training & development

Advancement opportunities

Job summary

Ocean Mazda Roswell is seeking a Loaner Vehicle Coordinator in Roswell, GA. The role focuses on organizing, documenting, and controlling the dealership's loaner fleet with precision and customer service at the core.

You will coordinate assignments, track availability, and ensure inspections and documentation are completed to support service operations and customer satisfaction.

Qualifications

• Experience in automotive dealership, rental, loaner fleet, or service preferred.
• Strong organizational and administrative skills.
• Excellent attention to detail and recordkeeping.
• Strong customer-service and communication skills.
• Ability to manage multiple vehicles and transactions.
• Comfortable using computers and dealership systems.
• CDK or similar dealership-management-system experience preferred.
• Ability to follow established procedures consistently.
• Professional demeanor and appearance.
• Dependable attendance and punctuality.
• Valid driver's license with an acceptable driving record.
• Must be able to safely operate and park a variety of vehicles.
• Must meet applicable pre-employment requirements.

Responsibilities

• Coordinate daily assignment and return of dealership loaner vehicles.
• Maintain accurate records of all loaner vehicles and availability.
• Prepare and complete loaner agreements and related documentation.
• Verify required customer information prior to releasing a loaner vehicle.
• Obtain required customer signatures and acknowledgments.
• Process payment or credit-card information per company procedures.
• Document mileage, fuel level, condition, and any damage.
• Conduct or coordinate vehicle walk-around inspections.
• Photograph and document vehicle condition when required.
• Report incidents to management promptly.
• Monitor overdue returns and contact customers proactively.
• Maintain a daily loaner vehicle log and fleet status.
• Coordinate loaner availability with Service Advisors and Management.
• Communicate loaner policies and requirements to customers.
• Assist with tolls, parking citations, or other charges per policy.
• Inspect and prepare returned loaners for next customer.
• Coordinate cleaning, fueling, maintenance, and repairs.
• Monitor mileage and maintenance requirements for the fleet.
• Remove vehicles from availability when needed.
• Maintain records and documentation.
• Assist with audits and escalate concerns to management.
• Maintain professional communication and protect confidential information.
• Follow dealership policies and loaner administration requirements.
• Perform other duties as assigned by Service Management.

Skills

Organizational skills

Recordkeeping

Customer service

Multitasking

Computer literacy

CDK experience

Tools

CDK

Job description

Loaner Vehicle Coordinator

Ocean Mazda Roswell
Location: Roswell, GA
Department: Service
Employment Type: Full-Time

About the Opportunity

Ocean Mazda Roswell is seeking an organized, detail-oriented, and customer-focused Loaner Vehicle Coordinator to manage the daily administration and control of the dealership's loaner vehicle fleet.

This position is responsible for ensuring loaner vehicles are properly documented, assigned, tracked, inspected, maintained, and returned in accordance with company procedures. The Loaner Vehicle Coordinator works closely with customers, Service Advisors, Service Management, Accounting, and other dealership personnel to maintain accurate records and ensure loaner vehicles remain available and properly controlled.

The ideal candidate is highly organized, comfortable working with customers, and able to consistently follow established procedures.

Responsibilities

• Coordinate the daily assignment and return of dealership loaner vehicles.
• Maintain accurate records of all loaner vehicles, including vehicles currently assigned to customers and vehicles available for use.
• Prepare and complete required loaner agreements and related documentation.
• Verify required customer information prior to releasing a loaner vehicle, including a valid driver's license, proof of insurance, and other documentation required by company policy.
• Obtain required customer signatures and acknowledgments.
• Ensure required payment or credit-card information is properly obtained and processed in accordance with company procedures.
• Document vehicle mileage, fuel level, condition, and existing damage at check-out and return.
• Conduct or coordinate vehicle walk-around inspections before and after each loaner assignment.
• Photograph and document vehicle condition when required.
• Immediately report newly identified vehicle damage, accidents, insurance concerns, or other incidents to management.
• Monitor outstanding loaner vehicles and proactively contact customers regarding overdue returns.
• Maintain a daily loaner vehicle log and ensure the status and location of every loaner vehicle can be identified.
• Coordinate loaner availability with Service Advisors and Service Management.
• Communicate with customers regarding loaner vehicle policies, return expectations, fuel requirements, mileage limitations, tolls, citations, and other applicable requirements.
• Track and assist with the administration of tolls, parking citations, traffic violations, fuel charges, damage charges, or other customer-responsible expenses in accordance with company policy.
• Ensure returned loaner vehicles are inspected and prepared for the next customer.
• Coordinate cleaning, fueling, maintenance, and repairs of loaner vehicles.
• Monitor mileage and maintenance requirements for the loaner fleet.
• Remove vehicles from loaner availability when maintenance, repairs, registration, insurance, safety, or other concerns require the vehicle to be taken out of service.
• Maintain loaner agreements, inspection records, supporting documentation, and other required records.
• Assist management with periodic audits of the loaner fleet and loaner documentation.
• Identify missing documentation, overdue vehicles, recurring damage, excessive mileage, or other concerns and immediately elevate them to management.
• Maintain professional and courteous communication with customers at all times.
• Protect confidential customer information and payment information.
• Follow all dealership policies, safety procedures, and loaner vehicle administration requirements.
• Perform other duties as assigned by Service Management.

Fleet Control & Accountability

The Loaner Vehicle Coordinator is expected to maintain accurate control of the dealership's loaner fleet at all times.

The Coordinator must be able to identify:

• Which vehicles are available
• Which vehicles are currently assigned
• The customer responsible for each assigned vehicle
• Expected return dates
• Current mileage and vehicle condition
• Vehicles requiring cleaning, fuel, maintenance, or repair
• Vehicles that are overdue or otherwise require management attention

Any discrepancy involving a loaner vehicle, customer documentation, damage, insurance, accident, missing vehicle, overdue return, or other significant concern must be reported to management immediately.

Qualifications

• Previous automotive dealership, rental-car, loaner-fleet, service, or customer-service experience preferred.
• Strong organizational and administrative skills.
• Excellent attention to detail and recordkeeping.
• Strong customer-service and communication skills.
• Ability to manage multiple vehicles and customer transactions simultaneously.
• Comfortable using computers and dealership systems.
• CDK or similar dealership-management-system experience preferred.
• Ability to follow established procedures consistently.
• Professional demeanor and appearance.
• Dependable attendance and punctuality.
• Valid driver's license with an acceptable driving record required.
• Must be comfortable safely operating and parking a variety of vehicles.
• Must be able to meet applicable pre-employment requirements.

What We're Looking For

We are looking for someone who understands that managing a loaner fleet requires more than simply handing customers keys.

The successful candidate will be organized, accountable, proactive, and detail-oriented and will take ownership of ensuring every loaner vehicle and agreement is properly tracked from the time the vehicle leaves the dealership until it is returned.

Strong follow-up is essential for this position.

Benefits

Ocean Mazda Roswell offers eligible employees a competitive benefits package, including:

• Medical, dental, and vision insurance
• 401(k)
• Paid time off
• Employee discounts
• Training and development opportunities
• Opportunities for advancement within Ocean Automotive Group

Join the Ocean Mazda Roswell Service team and grow with us.