The Rental Car Coordinator is responsible for managing the dealership’s rental vehicle fleet and ensuring customers receive a smooth, professional experience when utilizing a rental vehicle. This position coordinates rental reservations, vehicle assignments, check-ins and check-outs, vehicle availability, documentation, and communication with customers and the Service Department.

The ideal candidate is organized, customer-focused, detail-oriented, and able to manage multiple priorities in a fast-paced automotive environment.

  Essential Duties and Responsibilities:

· Coordinate rental vehicle reservations and assignments for service customers.

· Greet customers and provide a professional, courteous rental experience.

· Verify customer identification, driver’s license, insurance, and other required documentation.

· Complete rental agreements, vehicle inspections, and required paperwork accurately.

· Explain rental policies, vehicle features, fuel requirements, return procedures, and customer responsibilities.

· Maintain accurate records of all rental vehicles, including availability, mileage, fuel levels, condition, and customer assignments.

· Perform thorough vehicle walk-around inspections at check-out and return, documenting any existing or new damage.

· Coordinate vehicle cleaning, fueling, and readiness between rentals.

· Monitor the rental fleet and communicate vehicle availability or shortages to management.

· Coordinate with the Service Department regarding repair status and anticipated rental needs.

· Communicate with customers regarding rental extensions, vehicle returns, and changes to their service appointments.

· Monitor rental agreements to ensure vehicles are returned on time.

· Follow up on overdue rentals and escalate unresolved issues to management.

· Coordinate vehicle exchanges, pickups, or deliveries when necessary.

· Maintain organized records and ensure all rental documentation is complete and properly filed.

· Process rental charges, deposits, and other applicable fees in accordance with company procedures.

· Assist with insurance claims or damage documentation when necessary.

· Ensure all rental vehicles are properly maintained, clean, and safe for customer use.

· Report mechanical concerns, damage, accidents, or other vehicle issues immediately to management.

· Follow all company policies, rental procedures, and applicable laws and regulations.

· Maintain confidentiality of customer and company information.

· Assist the Service Department and dealership team with other duties as assigned.

Customer Service Responsibilities

· Provide exceptional customer service throughout the rental process.

· Maintain a positive and professional attitude, even when handling difficult customer situations.

· Respond promptly to customer questions and concerns.

· Clearly communicate rental policies and expectations to prevent misunderstandings.

· Work closely with Service Advisors and management to ensure customers have transportation when needed.

· Help resolve rental-related concerns quickly and professionally

Qualifications

· High school diploma or equivalent preferred.

· Previous customer service, rental, automotive, dealership, or administrative experience preferred.

· Valid driver’s license with an acceptable driving record.

· Bilingual in English and Spanish is Preferred.

· Strong organizational and time-management skills.

· Excellent verbal and written communication skills.

· Strong attention to detail and accuracy.

· Ability to work independently while also functioning effectively as part of a team.

· Ability to manage multiple customers, vehicles, and tasks simultaneously.

· Basic computer skills and the ability to learn dealership and rental software.

· Professional appearance and demeanor

Physical Requirements

· Ability to stand and walk for extended periods.

· Ability to inspect and move around rental vehicles.

· Ability to enter and exit vehicles repeatedly throughout the workday.

· Ability to occasionally lift or carry items weighing up to approximately 25–50 pounds.

· Ability to work indoors and outdoors in varying weather conditions.

Performance Expectations

The Rental Car Coordinator is expected to maintain a well-organized rental fleet, provide exceptional customer service, ensure accurate rental documentation, minimize vehicle downtime, and maintain effective communication between customers, the Service Department, and management.