Retail Rate Coordinator (Office)

Optimal; Warren (MI); On-site; USD 34,000 - 55,000; Full time

Job summary

Optimal is seeking aContract Rate Coordinator to support the Warranty Cost Analytics & Retail Rate team. You will coordinate dealer post-verification activities, maintain records, and communicate with dealership personnel and internal stakeholders to ensure timely follow-ups.

This on-site role requires strong organization, attention to detail, and independence. The position reports to the Data Analytics and Retail Rate Manager, with responsibilities spanning documentation, status reporting, and

Qualifications

• Strong written and verbal communication skills.
• Excellent organization and attention to detail.
• Ability to manage multiple requests, deadlines, and follow-up activities simultaneously.
• Comfortable communicating professionally with external contacts, including dealership personnel.
• Experience using Microsoft Outlook, Excel, and Teams or comparable business tools.
• Ability to work independently, prioritize daily activities, and handle business information with discretion.

Responsibilities

• Send clear, professional email communications to dealers regarding post-verification requests and required follow-up actions.
• Track dealer requests, post-verification requests, response status, due dates, and outstanding items using established tracking tools.
• Monitor incoming dealer responses and identify requests that require additional information or follow-up.
• Follow up with dealers when responses are incomplete, overdue, or require clarification.
• Maintain accurate and up-to-date documentation for each request and verification activity.
• Escalate unresolved dealer issues, recurring concerns, and potential compliance risks to the Warranty Legislation Lead.
• Prepare routine status updates summarizing open requests, completed verifications, overdue items, and issues requiring attention.
• Coordinate with internal team members to resolve questions and keep post-verification activities moving forward.
• Follow established procedures, communication standards, and data-handling requirements.
• Support continuous improvement of request-tracking and dealer follow-up processes.
• Monitor Retail Rate and Post Verification Shared mailboxes for request and questions.

Education

Associate degree or equivalent business experience

Tools

Microsoft Outlook

Excel

Teams

SharePoint

PowerApps

Power BI

Job description

Retail Rate Coordinator

Work arrangement: Contract position
Reports to: Data Analytics and Retail Rate Manager
Organization: Dealer Service & Warranty Operations

About the role:

This role will support the Warranty Legislation Lead by coordinating dealer post-verification activities and maintaining accurate records of dealer requests. This role is responsible for communicating with dealers, monitoring responses, tracking open items, and ensuring follow-up activities are completed on time.
The ideal candidate is organized, detail-oriented, comfortable managing multiple priorities, and able to communicate clearly and professionally with dealership personnel and internal stakeholders through email.

What you’ll do:

• Send clear, professional email communications to dealers regarding post-verification requests and required follow-up actions.
• Track dealer requests, post-verification requests, response status, due dates, and outstanding items using established tracking tools.
• Monitor incoming dealer responses and identify requests that require additional information or follow-up.
• Follow up with dealers when responses are incomplete, overdue, or require clarification.
• Maintain accurate and up-to-date documentation for each request and verification activity.
• Escalate unresolved dealer issues, recurring concerns, and potential compliance risks to the Warranty Legislation Lead.
• Prepare routine status updates summarizing open requests, completed verifications, overdue items, and issues requiring attention.
• Coordinate with internal team members to resolve questions and keep post-verification activities moving forward.
• Follow established procedures, communication standards, and data-handling requirements.
• Support continuous improvement of request-tracking and dealer follow-up processes.
• Monitor Retail Rate and Post Verification Shared mailboxes for request and questions.

Required qualifications:

• Strong written and verbal communication skills.
• Excellent organization and attention to detail.
• Ability to manage multiple requests, deadlines, and follow-up activities simultaneously.
• Comfortable communicating professionally with external contacts, including dealership personnel.
• Experience using Microsoft Outlook, Excel, and Teams or comparable business tools.
• Ability to work independently, prioritize daily activities, and escape issues appropriately.
• Ability to maintain accurate records and handle business information with discretion.

Preferred qualifications:

• Experience in automotive, dealership operations, warranty, customer service, compliance, or a related business process.
• Experience maintaining trackers, preparing status reports, or monitoring service-level deadlines.
• Familiarity with Microsoft SharePoint, PowerApps, Power BI, or similar workflow and reporting tools.
• Associate degree or equivalent business experience.

What success looks like:

• Dealer communications are timely, clear, professional, and appropriately documented.
• Post-verification requests and dealer follow-ups are accurately tracked from initiation through completion.
• Open and overdue items are visible, actively managed, and escalated when necessary.
• The Warranty Legislation Lead has reliable status information to support workload prioritization and compliance decisions.
• Request-tracking information remains accurate and supports efficient team reporting.

Additional information:

This is a contract position supporting the Warranty Cost Analytics & Retail Rate organization. The selected candidate will work under the direction of the Warranty Legislation Lead and will be expected to follow applicable company procedures for dealer communications, documentation, and information handling. Position is on site 3 days a week.

Use of AI Technology:

Unless expressly authorized in the interview/skill set validation instructions, candidates may not use AI tools or other third-party assistance during an interview or assessment to generate or provide substantive answers to interview questions. Candidates should answer organically in their own words, drawing on their own knowledge, skills, and experience. Failure to adhere to these expectations may result in the candidate being removed from consideration.