Loaner Car Coordinator / Service Receptionist
Job Description
Westbury Alfa Romeo/Fiat – VIP Automotive Group of Long Island
📍 Westbury, NY
Westbury Alfa Romeo/Fiat is proud to be part of the VIP Automotive Group of Long Island, one of the most successful automotive groups in the region. We are known for exceptional leadership, a customer-first culture, and a commitment to employee growth and development.
If you're looking for a stable, full-time automotive career with opportunities for advancement, training, and professional development, we invite you to join our team.
At VIP Automotive Group, our mission is to create exceptional value and memorable experiences for every customer while providing our employees with the tools and support needed for long-term success.
Full-Time Position
Schedule: Monday – Friday
Hours: 7:30 AM – 4:30 PM
Compensation
💰 $24.00 per hour + Bonus Opportunities
Why Join VIP Automotive Group?
Excellent Benefits Package
- Medical Insurance
- Dental Insurance
- 401(k) Retirement Plan
- Paid Time Off (PTO)
- Employee Discounts on Vehicles, Parts & Service
- Short-Term Disability Insurance
- Long-Term Disability Insurance
- Supplemental Life Insurance
- Employee Recognition Programs
- Professional Development Assistance
- Opportunities for Career Growth and Advancement
Position Overview
We are seeking a highly organized, customer-focused Loaner Car Coordinator / Service Receptionist to support our busy service department. This position combines fleet management responsibilities with front-line customer service duties and is ideal for someone who enjoys working with customers while maintaining accurate records and administrative processes.
Loaner Fleet Management Responsibilities
Fleet & Vehicle Management
- Maintain accurate registration, inspection, and fleet records for all loaner vehicles.
- Ensure continuous availability of vehicles for customer loan purposes.
- Monitor vehicle condition and coordinate repairs and scheduled maintenance.
- Conduct routine inspections to ensure all vehicles are properly maintained and ready for use.
- Maintain accurate records within the TSD Fleet Management System.
- Reconcile fleet records and vehicle inventories monthly.
Loaner Agreement Administration
- Ensure all loaned vehicles have current and accurate loaner agreements.
- Review open loaner contracts daily and monitor agreement durations.
- Provide weekly aged-contract reports to management.
- Support warranty reimbursement tracking and reporting.
- Maintain documentation required for compliance and reimbursement purposes.
Customer Loaner Coordination
- Coordinate loaner vehicle assignments and returns.
- Assist VIP customers with vehicle drop-offs and pick-ups when needed.
- Ensure all vehicles are cleaned, sanitized, and prepared before each customer use.
- Manage toll violations and parking tickets associated with loaner vehicles.
- Follow up on outstanding balances and ensure timely resolution.
Service Receptionist Responsibilities
- Greet service customers in a friendly, professional, and welcoming manner.
- Answer and direct incoming phone calls efficiently.
- Schedule and confirm service appointments.
- Assist customers with service check-in and direct them to the appropriate service advisor.
- Maintain accurate customer information and service records.
- Communicate effectively with service advisors, technicians, and management.
- Monitor customer waiting areas to ensure a positive guest experience.
- Handle customer inquiries and route concerns to the appropriate department.
- Process paperwork, filing, scanning, and general administrative duties.
- Assist with cashiering functions and payment processing when needed.
- Support the service department with daily operational and clerical tasks.
- Maintain a clean, organized, and professional reception area.
Qualifications
Preferred Experience
- Automotive dealership experience preferred
- Service receptionist or customer service experience preferred
- Fleet management or loaner vehicle coordination experience a plus
- Administrative or office support experience
- Experience handling multi-line phone systems preferred
Skills & Abilities
- Outstanding customer service skills
- Professional appearance and demeanor
- Strong organizational and time-management skills
- Exceptional attention to detail
- Excellent verbal and written communication skills
- Ability to multitask in a fast-paced environment
- Strong problem-solving abilities
- Team-oriented mindset with the ability to work independently
- Computer proficiency and experience maintaining accurate records
Ideal Candidate
You may be a great fit if you have experience as a:
- Service Receptionist
- Automotive Receptionist
- Customer Service Representative
- Loaner Car Coordinator
- Fleet Coordinator
- Service Department Coordinator
- Administrative Assistant
- Office Coordinator
- Automotive Customer Service Specialist
- Dealership Receptionist
Build Your Career with VIP Automotive Group
Join a dealership organization that values its employees, invests in professional development, and promotes from within. If you are organized, customer-focused, and thrive in a fast-paced automotive environment, we encourage you to apply today.
Apply now and become part of the VIP Automotive Group family.