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About the Role

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.

Responsibilities

• 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.
• 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.
• 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.
• 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.

Requirements

• 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

• 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

Location

• Westbury, NY

Work Type

• Full-time

Salary/Compensations

• $24.00 per hour + Bonus Opportunities

Benefits

• 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

About the Company

• 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.