Irvine BMW

Position Purpose

The Loaner Car Administrator is responsible for ensuring all service customers needing a Loaner vehicle have one provided to them.  Is responsible for ensuring all processes and procedures are efficient and convenient for each customer.  Monitors and maintains the center’s Loaner Fleet using ATMS.

Essential Duties and Responsibilities

• Coordinate customer in/out process with proper use agreement.
• Complete Loaner vehicle delivery to customer
• Validate customer credentials-driver’s license, insurance, credit card, etc…
• Coordinate Loaner vehicle flow process with Service Advisors
• Effectively communicate with the Reservations Dept, Advisors and Management of daily loaner count thruput.
• Track fleet mileage and ensure fleet mileage is spread evenly
• Use TSD software to maintain service loaner contracts.
• Follow up with Service Advisors to maintain a 2-day average service loaner cycle.
• Communicate usage requirements with third-party vendors if applicable.
• Create and monitor third-party contracts
• Inspect and ensure vehicles are clean inside and out
• Perform proper vehicle walk-around and document any damage in ATMS.
• Maintain the most current supply of rental agreement forms for daily use.
• Explain Loaner vehicle policy to customers at time agreement.
• Follow up with customers about damages or other charges.
• Update fleet in ATMS when adding/removing Loaner vehicles.
• Adjust expected returns and extensions.
• Distribute ATMS reports to management team as needed.
• Provide daily vehicle disposition report to Service Manager and CIC Manager.
• Communicate with Spectrum Collision regarding fleet maintenance/body repairs.

• Manage Vehicle Loaner staff, including but not limited to schedules, time-off requests, timekeeping procedures
• Monitor and manage complete Work-In-Process (WIP) utilizing Reverse Risk
• Accomplishes all current and future tasks as appropriately assigned or requested
• Safeguard customer and Dealer information per established policy
• Adhere to work schedule and arrive at work as scheduled and be at your work station productively engaged by the scheduled time.
• Exemplifies organizational culture and holds others in department accountable for doing the same.
• Other related duties as may be assigned.