Loaner Fleet Coordinator (Service & Customer Experience)

Tom Wood Automotive; Indianapolis (IN); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Competitive pay

PTO & holidays

Insurance: medical, dental, vision

401(k) with company match

Life & disability insurance

Tuition reimbursement

Ongoing training & development

Career advancement opportunities

Employee recognition & service awards

Vehicle purchase & service discounts

Job summary

Tom Wood Automotive in Indianapolis, IN is seeking a Loaner Fleet Administrator to oversee the daily operation of the dealership's courtesy transportation program and provide administrative support to the Service Department. The role manages a 45-50 loaner vehicle fleet, ensuring availability, proper maintenance, tracking, and professional delivery.

You will conduct post-service follow-up calls to enhance customer satisfaction and support daily service operations.

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.

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.
• 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 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 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.

Skills

Organizational skills

Customer service

Time management

Communication skills

Multitasking

MS Excel

Education

High school diploma or equivalent

Tools

MS Excel

Job description

Tom Wood Automotive in Indianapolis, IN is seeking a Loaner Fleet Administrator to oversee the daily operation of the dealership's courtesy transportation program and provide administrative support to the Service Department. The role manages a 45-50 loaner vehicle fleet, ensuring availability, proper maintenance, tracking, and professional delivery.

You will conduct post-service follow-up calls to enhance customer satisfaction and support daily service operations.