Toyota Rental Agent

TRAC Operations & Rental Specialist

The TRAC Operations & Rental Specialist is the primary architect of the dealership's rental department and manufacturer compliance standards. This role balances high-level financial controllership with the logistical demands of managing a premium 2030 vehicle fleet. You will act as the strategic bridge between the Service department and the rental desk, ensuring 100% alignment with the Toyota Rent-a-Car (TRAC) program while providing concierge-level service to every guest.

What We Have To Offer:

A culture of caring, belonging, and respect for everyone

Innovative in-house learning systems and training programs centered around promotional growth and advancement

Competitive compensation plans and paid training

Paid employee referral, recognition, and bonus programs

Manufacturer based incentives that reward performance

Comprehensive health benefits packages, including telehealth and behavioral health services

Paid time off, bereavement, and vacation benefits

Industry leading maternity and paternity leave

401k retirement plans with company match

Uniforms provided

Employee discounts on parts, service, vehicle purchases, and local entertainment

Core Responsibilities

Fleet & Program Management

• TRAC Program Mastery: Serve as the subject matter expert for all Toyota Rent-a-Car guidelines, ensuring the department is perpetually "audit-ready" and compliant with brand standards.
• Fleet Strategy: Direct daily operations to maximize vehicle turnover and optimize utilization rates across the fleet.
• Asset Protection: Oversee vehicle cleanliness, maintenance schedules, monthly payments, and insurance premium processing.
• Risk Mitigation: Exercise rigorous oversight of rental agreements, ensuring absolute accuracy in signatures, insurance verification, and data entry.
• Logistics: Safely park vehicles in tight spaces and facilitate the movement of fleet units to ensure inventory is always frontline-ready.

Financial Controllership & Administration

• Revenue Reconciliation: Perform daily balancing of rental and service revenue streams, reconciling data between CDK (DMS), Cenpos, and UTA systems.
• Financial Oversight: Manage cash drawer operations, process rental deposits, and finalize accounting spreadsheets for the Controller.
• Claims & Refunds: Administer warranty contract payments, process customer refunds, and manage damage claims to minimize fleet-related losses.
• Data Integrity: Process administrative tasks using both custom software and paper filing systems with meticulous attention to detail.

Customer Experience & Brand Advocacy

• Premium Service: Provide outstanding service by describing the operation of modern Toyota vehicles and ensuring a seamless rental-to-service transition.
• Strategic Retention: Monitor metrics to identify "at-risk" clients and perform professional outbound outreach to maintain loyalty and improve CSI (Customer Satisfaction Index) scores.
• Communication: Exhibit excellent interpersonal skills to interact with customers, department heads, and manufacturer representatives.

Requirements & Qualifications

Professional Standards

• Reliability: Must exhibit punctuality, professionalism, and strict adherence to the company dress code and grooming requirements.
• Adaptability: Ability to remain flexible and manage complex details in a fast-paced, sometimes hectic environment.
• Compliance: Strict adherence to all company standards, health and safety regulations, and state/federal laws.

Skills & Abilities

• Technical Proficiency: Ability to navigate Dealer Management Systems (CDK preferred) and Microsoft Office suite.
• Driving Skills: Must be able to operate and park various vehicle types safely in confined dealership lots.
• Education/Experience: Previous experience in automotive rentals, fleet management, or dealership accounting is highly preferred.

Why Automotive:

Career growth: Endless opportunities for career development within our organization, with development programs and training to get you where you want to be.

Stability: Even through these uncertain times, Anderson Automotive Group was able to continue to provide excellence in our communities.

Technology: There is no industry more exciting than Automotive. From keyless entry vehicles to electric cars, there is always something new happening in the industry. You can be a part of these exciting changes.