Loaner Fleet Coordinator: Elevate Service Experience

Tomwoodnissan; Indianapolis (IN); On-site; USD 24,796 - 27,552; Full time

Benefits offered by this job

Competitive Hourly Pay

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 on Service & Vehicles

Job summary

Tom Wood Group in Indianapolis is seeking a Loaner Fleet Administrator to oversee the daily courtesy transportation program within the Service Department. You will manage a 45-50 vehicle loaner fleet, coordinate check-outs/returns, and maintain records while ensuring vehicles are ready for customers.

The role emphasizes customer experience, administrative support, and smooth service operations, with a schedule Monday–Friday 7:30–5:30 and every other Saturday 8–4.

Qualifications

• High school diploma or equivalent.
• Valid drivers 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.

Responsibilities

• 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.
• Deliver a welcoming and professional experience throughout the loaner process.
• Explain loaner vehicle policies and expectations.
• Conduct customer experience follow-up calls after repairs to ensure satisfaction.
• Document customer feedback and communicate concerns to leadership.
• Support CSI objectives.
• 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.
• Safely move customer, loaner, and dealership vehicles around 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.

Education

High school diploma or equivalent

Valid drivers license with 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

Tools

Microsoft Excel

MS Office/Computer applications

Job description

Tom Wood Group in Indianapolis is seeking a Loaner Fleet Administrator to oversee the daily courtesy transportation program within the Service Department. You will manage a 45-50 vehicle loaner fleet, coordinate check-outs/returns, and maintain records while ensuring vehicles are ready for customers.

The role emphasizes customer experience, administrative support, and smooth service operations, with a schedule Monday–Friday 7:30–5:30 and every other Saturday 8–4.