BMW Service Greeter / Appointment & Loaner Coordinator

Job Description

Job Description

BMW Service Greeter / Appointment & Loaner Coordinator

Bill Pearce BMW – Reno, Nevada
Full-Time | 7:30 AM–4:30 PM
Regular Days Off: Wednesday & Sunday

Join Our Team

At Bill Pearce BMW, exceptional customer service begins the moment a customer arrives. We are looking for a friendly, professional, organized, and customer-focused individual to join our Service Department as a BMW Service Greeter / Appointment & Loaner Coordinator.

This is a unique position combining customer-facing service-drive responsibilities with appointment coordination, loaner fleet management, customer communication, and administrative support.

The ideal candidate enjoys working with people, is comfortable communicating by phone and in person, stays organized in a busy environment, and can transition easily between customer service and administrative responsibilities throughout the day.

Bilingual English/Spanish is preferred.

Work Schedule

This is a full-time position working 7:30 AM to 4:30 PM.

Regular days off are Wednesday and Sunday. Applicants should understand that these are non-consecutive days off and must be willing and able to consistently work the established schedule.

This is a regular daily shift and is not a split-shift position.

What You'll Do

• Greet BMW service customers promptly, professionally, and courteously as they arrive at the dealership.
• Create a welcoming first impression and provide the level of customer service expected from the BMW brand and Bill Pearce Motors.
• Identify arriving customers and verify their scheduled service appointments.
• Assist with managing customer and vehicle flow through the service drive during busy arrival periods.
• Direct customers to the appropriate Service Advisor and communicate relevant appointment information to the advisor.
• Verify customer contact information, transportation needs, appointment details, and other relevant information.
• Assist customers with basic questions and promptly connect them with the appropriate Service Advisor when additional assistance is needed.
• Help ensure that customers are acknowledged quickly, even during high-volume service-drive periods.

Loaner Fleet Management

This position will have direct responsibility for helping manage the BMW service loaner fleet.

Responsibilities will include:

• Coordinate loaner vehicle reservations with scheduled service appointments.
• Review upcoming appointments to identify customers requiring loaner vehicles.
• Monitor daily and future loaner vehicle availability.
• Assist with loaner vehicle check-out and return procedures.
• Maintain accurate records of loaner assignments, expected returns, and vehicle availability.
• Identify potential loaner shortages or scheduling conflicts in advance and communicate them to Service Advisors and management.
• Help ensure returned loaner vehicles are processed promptly and made available for the next customer.
• Assist in maintaining an organized, efficient, and customer-friendly loaner process.

Appointment & Customer Communication

• Schedule, confirm, reschedule, and update BMW service appointments.
• Assist customers by telephone, text, email, and in person.
• Make outbound calls as needed to confirm appointments or obtain necessary customer information.
• Maintain accurate customer and appointment information in dealership systems.
• Coordinate with Service Advisors and the Service Call Center regarding appointment availability, transportation requirements, customer requests, and schedule changes.
• Help identify scheduling issues before they affect the customer's visit.
• Provide professional and courteous communication during every customer interaction.

Afternoon Administrative Responsibilities

As service-drive traffic slows, responsibilities will transition toward administrative support, including:

• Filing completed service documents and records.
• Scanning service records and other dealership documentation.
• Reviewing scanned documents to ensure they are complete and legible.
• Properly organizing and electronically storing documents.
• Retrieving service documentation when requested.
• Maintaining organized service records and files.
• Completing reports, forms, and other administrative tasks as assigned.
• Providing additional administrative support to the Service Department and Service Call Center as needed.

What We're Looking For

• Friendly, professional, and customer-focused personality.
• Excellent verbal communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy.
• Comfortable communicating with customers by telephone, text, email, and in person.
• Comfortable working with computers and learning dealership software systems.
• Ability to remain professional and organized in a fast-paced environment.
• Ability to transition between customer-facing and administrative responsibilities throughout the day.
• Dependable attendance and punctuality.
• Professional appearance and demeanor.
• Ability to work effectively as part of a team.
• Bilingual English/Spanish preferred.
• Previous automotive dealership, service department, BDC/call center, receptionist, rental-car, hospitality, or administrative experience is preferred but not required for the right candidate.
• Valid driver's license and acceptable driving record required due to responsibilities involving BMW loaner and dealership vehicles.

Position Summary

This position plays an important role in the BMW customer experience. During busy service-drive periods, you will help ensure customers are greeted promptly and their visit begins smoothly. Throughout the remainder of the day, you will help coordinate appointments, manage our BMW loaner fleet, communicate with customers, and provide administrative support to keep the Service Department organized and operating efficiently.

If you are dependable, organized, enjoy helping customers, and are looking for an opportunity to become an important part of a premium automotive service team, we would like to hear from you.