Job Title: Rental Coordinator
Job Location: Whitby Site
Department: Rentals
Position Overview:
The Rental Coordinator is responsible for managing the daily operations of the car rental department. This includes coordinating rental reservations, ensuring vehicle availability, processing rental agreements, maintaining customer service standards, and managing the fleet of rental cars. The Rental Coordinator plays a crucial role in ensuring a smooth, efficient, and customer-friendly experience.
The posting is for an existing vacancy
Pay: CA$45,000 to $55,000 per year
Key Responsibilities:
Reservation Management
- Handle incoming rental inquiries and assist customers with booking reservations.
- Ensure accurate reservation details, including vehicle preferences, rental dates, and customer information.
- Manage and update reservation system to maintain vehicle availability and prevent overbooking.
Customer Service
- Provide exceptional customer service by assisting customers with vehicle selection, rental procedures, and resolving issues.
- Address customer complaints or concerns promptly, ensuring satisfaction and maintaining a positive brand reputation.
- Assist customers with vehicle pickup and drop-off processes, explaining rental terms.
Vehicle Fleet Management
- Monitor the rental fleet to ensure all vehicles are in good condition and ready for rent.
- Coordinate vehicle maintenance, cleaning, and repairs with appropriate departments to minimize downtime.
- Track vehicle usage, return dates, and mileage, ensuring the fleet is well-maintained and efficient.
Rental Agreements and Billing
- Prepare and process rental agreements accurately, ensuring all required documentation is completed and signed.
- Handle billing and payment transactions, including security deposits and additional charges (e.g., fuel, late returns).
- Ensure compliance with rental policies, pricing, and terms.
Inventory and Reporting
- Maintain daily, weekly, and monthly reports on fleet availability, vehicle utilization, rental income, and customer feedback.
- Assist in forecasting demand and managing vehicle inventory accordingly.
Collaboration and Coordination
- Work closely with other departments, including maintenance, sales, and customer service teams, to ensure smooth operations.
- Assist with marketing campaigns or promotions to boost rental sales.
- Liaise with corporate clients, travel agents, and vendors to secure long-term or bulk rental agreements.
Compliance and Safety
- Ensure that all rental vehicles comply with safety regulations and company standards.
- Follow all company policies and local regulations regarding insurance, driving requirements, and rental terms.
- Handle accidents, damages, or insurance claims in accordance with company procedures.
Qualifications:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in business, hospitality, or related field preferred.
- Previous experience in the car rental industry or customer service roles is a plus.
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Proficiency in using reservation management software and MS Office applications.
- Ability to work in a fast-paced environment and handle customer inquiries professionally.
- Valid driver’s license with a clean driving record.
- Detail-oriented and highly organized.
- Strong customer service orientation with a friendly, approachable demeanor.
- Problem-solving abilities and ability to remain calm under pressure.
- Flexible and adaptable to changing work demands.
- Team player with a collaborative mindset.
Working Conditions:
- This position may require working weekends or evenings depending on the business needs.
- Must be able to lift up to 25 lbs and move vehicles as needed.
Experience:
- sales: 1 year (preferred)
- customer service: 1 year (preferred)
Work Location: In person
Commitment to Accessibility:
- We are an equal-opportunity employer and are committed to providing an inclusive and accessible workplace. We welcome and encourage applications from individuals with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Job Type: Full-time
Pay: $45,000.00-$55,000.00 per year
Work Location: In person
