Vehicle Sales & Rental Coordinator
Position Summary
The Vehicle Sales & Rental Coordinator is responsible for managing both vehicle sales support and the daily operations of the rental fleet. This role provides exceptional customer service by coordinating vehicle rentals, assisting with vehicle sales processes, maintaining accurate records, and ensuring rental vehicles are clean, safe, and ready for customers. The ideal candidate is organized, customer-focused, and able to manage multiple priorities in a fast-paced dealership environment.
Key Responsibilities
Vehicle Rental Operations
Coordinate daily vehicle rentals, reservations, and returns.
Prepare rental agreements and ensure all required documentation is completed accurately.
Verify customer identification, driver's licenses, insurance, and payment information.
Conduct vehicle inspections before and after rentals, documenting mileage, fuel levels, and any damages.
Schedule vehicle cleaning, fueling, maintenance, and repairs to ensure fleet readiness.
Track vehicle availability and maximize fleet utilization.
Process rental payments, deposits, refunds, and invoices.
Resolve customer concerns promptly and professionally.
Vehicle Sales Support
Greet customers and assist with initial sales inquiries.
Coordinate vehicle deliveries and customer appointments.
Prepare sales paperwork and ensure all documentation is complete.
Assist with licensing, registration, financing paperwork, and vehicle delivery packages.
Follow up with customers regarding deliveries, satisfaction, and future opportunities.
Maintain accurate customer records in the dealership management system (DMS).
Administration
Maintain accurate rental and sales records.
Monitor fleet maintenance schedules and licensing renewals.
Prepare daily, weekly, and monthly activity reports.
Manage filing, inventory of keys, rental accessories, and office supplies.
Ensure compliance with dealership policies and applicable regulations.
Support other dealership departments as required.
Qualifications
High school diploma or equivalent (post-secondary education is an asset).
Previous experience in automotive sales, rentals, customer service, or dealership administration preferred.
Valid driver's license with a clean driving record.
Strong computer skills, including Microsoft Office and dealership management software.
Excellent communication and interpersonal skills.
Strong organizational and time management abilities.
Ability to multitask in a fast-paced environment.
Professional appearance and positive attitude.
Skills & Competencies
Outstanding customer service
Attention to detail
Problem-solving abilities
Strong organizational skills
Effective communication
Sales and relationship-building
Ability to work independently and as part of a team
Basic mathematical and cash-handling skills
Physical Requirements
Ability to stand, walk, and move around the dealership and lot throughout the day.
Ability to enter and exit various types of vehicles.
Occasionally lift up to 25 lbs.
Ability to work outdoors in varying weather conditions when inspecting or moving vehicles.
Working Conditions
Full-time position.
May require occasional evenings or Saturdays based on dealership hours.
Combination of office, showroom, and outdoor work.
Performance Expectations
Success in this position will be measured by:
Customer satisfaction and service quality
Rental fleet utilization and accuracy
Timely and accurate documentation
Sales support efficiency
Vehicle readiness and cleanliness
Compliance with dealership policies and procedures
Teamwork and communication
This position plays a key role in creating an exceptional customer experience while supporting both the dealership's vehicle sales operations and rental fleet profitability.
Pay: From $17.00 per hour
Benefits:
- Dental care
- Store discount
Work Location: In person
