Rental Car Coordinator

Rental Car Coordinator

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.