Service Administrator / Loaner Car Coordinator

Arrowhead Collision; Glendale (AZ); Hybrid; USD 33,000 - 42,000; Full time

Job summary

Arrowhead Collision is seeking a Service Administrator / Loaner Car Coordinator to assist customers through the service process and manage the Loaner Car Fleet. The role reports to the Service Director and requires strong communication with Service Advisors and other dealership personnel.

The ideal candidate will handle loaner agreements, fleet maintenance, and ensure adequate loaner availability while maintaining professional appearance and excellent customer service.

Qualifications

• High school diploma or equivalent.
• 18 years or older.
• Possess an acceptable driving record and valid driver’s license in state of residence.
• Criminal history background check will be conducted prior to beginning employment.
• Clear pre-employment drug screen.

Responsibilities

• Schedule service appointments by phone, email, or in person.
• Welcome clients and escort to the appropriate service area.
• Open Repair Order using CDK Service Edge.
• Coordinate with Advisors to match with available staff.
• Inform store personnel of client needs and expectations.

Skills

Communication skills

Time management

Basic computer skills

Attention to detail

Education

High school diploma or equivalent

Tools

CDK Service Edge

Job description

Description

The Service Administrator / Loaner Car Coordinator is responsible for assisting customers throughout the service process and effectively managing the Loaner Car Fleet to ensure our Client’s needs are consistently met or exceeded.

The Service Administrator / Loaner Car Coordinator is supervised by the Service Director.

ESSENTIAL FUNCTIONS AND DUTIES

• Schedules appointments for service via telephone, e-mail and in person
• Welcome clients when they arrive in the Service Area. Determine the nature of their visit and escort the client to the appropriate department/area.
• Open Repair Order using CDK Service Edge tool on Service Lane
• Inform and introduce the client to the Advisor and explain the nature of the visit. Maintain a consistent level of communication with Service Advisors in order to properly coordinate which advisor is available to meet with the next arriving client.
• Provide information to appropriate store personnel regarding client needs and expectations to help ensure the entire team is prepared to provide the highest level of service to the client.
• Ensure all Loaner Cars are efficiently and effectively checked in and out according to Company policies and procedures
• Ensure there is an adequate supply of Loaner Cars near the service drive at all times
• Responsible for preparing loaner agreements as well as monitoring the loaner fleet for maintenance
• Work with sales managers on when to remove vehicles from the fleet and entering new units to fleet.
• Other duties as assigned.
• Constructively communicate with other dealership personnel as required to satisfy customer needs.
• Report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its personnel, or customers.
• Maintain personal grooming, hygiene, and uniform standards according to departmental policies.
• Arrive at work, take breaks, and depart work at the times designated by management.
• Attend meetings and trainings as scheduled.
• Ensure that work areas and customer waiting areas are kept clean.

PERFORMANCE MEASUREMENTS/EXPECTATIONS

• Thoroughness, accuracy, and timeliness in completing essential duties

Requirements

ADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIES

• Communication skills – communicate effectively with others
• Time Management – ability to manage one’s own time
• Basic computer skills
• Attention to detail

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

• Physical Demands: Standing, walking over 2/3 of the time, sitting to 1/3 of time, kneeling/crouching to 2/3 of time, reaching with hands and arms to 2/3 of time, talking or hearing over 2/3 of time, move, transport or place up to 1/3 of time up to 50 pounds.
• Working Conditions: Moderate to loud noise and exposure to outdoor weather conditions.

MINIMUM Hiring Requirements

• High school graduate or equivalent.
• 18 years or older
• Possess an acceptable driving record and valid driver’s license in state of residence
• A criminal history background check will be conducted prior to beginning employment
• Clear pre-employment drug screen