The Fleet Receptionist / Inventory Coordinator serves as the first point of contact for customers, vendors, and fleet clients while supporting the dealership's fleet operations. This role is responsible for managing vehicle inventory records, coordinating incoming and outgoing vehicle logistics, maintaining accurate pricing information, and providing administrative support to the Fleet Sales Department. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced automotive environment.
JOB TITLE:Fleet Receptionist / Inventory Coordinator
REPORTS TO: Fleet Manager
LOCATION: Loveland, OH
FLSA STATUS: Non-Exempt
A SHORT LIST OF YOUR TASKS AND RESPONSIBILITIES:
Reception & Administrative Support
- Greet and assist customers, fleet clients, vendors, and visitors in a professional and friendly manner.
- Answer and direct incoming phone calls and emails to the appropriate departments.
- Schedule appointments and assist with customer inquiries.
- Maintain reception area standards and ensure a positive customer experience.
- Provide administrative support to Fleet Managers and Sales Representatives.
Inventory Management
- Track and maintain accurate records of all fleet vehicle inventory.
- Enter new vehicle inventory into dealership management systems.
- Monitor vehicle status, including ordered, in-transit, arrived, sold, and delivered units.
- Reconcile inventory reports and identify discrepancies.
- Coordinate vehicle stock movements and update inventory databases accordingly.
- Generate inventory reports for management review.
Incoming & Outgoing Inventory Logistics
- Coordinate transportation and delivery schedules for incoming fleet vehicles.
- Manage communication with manufacturers, transport companies, and vendors regarding vehicle shipments.
- Track incoming vehicles and ensure timely processing upon arrival.
- Prepare documentation required for vehicle transfers, deliveries, and customer pickups.
- Coordinate outgoing deliveries to customers, commercial accounts, and other dealership locations.
- Maintain accurate shipping and transportation records.
Vehicle Pricing Administration
- Maintain accurate pricing information for all fleet inventory.
- Update vehicle pricing based on manufacturer incentives, rebates, and market conditions.
- Assist Fleet Managers with preparing vehicle quotations and customer proposals.
- Verify pricing accuracy in inventory management and dealership systems.
- Generate pricing reports and support profitability analysis.
Customer & Vendor Communication
- Serve as a liaison between fleet customers, transportation providers, and internal departments.
- Provide status updates regarding vehicle orders, deliveries, and inventory availability.
- Address routine customer and vendor inquiries promptly and professionally.
- Support customer satisfaction initiatives and fleet account management activities
WE’RE LOOKING FOR A SELF-STARTER WHO MEETS THE FOLLOWING QUALIFICATIONS:
Qualifications
- High school diploma or equivalent required; post-secondary education is an asset.
- Previous experience in automotive, fleet management, inventory control, logistics, or administrative support preferred.
- Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word).
- Experience with dealership management systems (DMS) preferred.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Effective verbal and written communication skills.
- Ability to multitask and prioritize in a fast-paced environment.
Key Competencies
- Customer Service Excellence
- Inventory Control & Accuracy
- Logistics Coordination
- Data Entry & Record Management
- Pricing Administration
- Problem Solving
- Team Collaboration
- Attention to Detail
- Time Management
Physical Requirements
- Ability to sit, stand, and work at a computer for extended periods.
- Ability to occasionally move between dealership departments and vehicle lots.
- Ability to lift up to 25 pounds occasionally.
Performance Measures
- Inventory accuracy and reconciliation results.
- Timeliness of vehicle processing and deliveries.
- Pricing accuracy and system maintenance.
- Customer and vendor satisfaction.
- Administrative efficiency and organization
HERE’S HOW WE TAKE CARE OF YOU (AND YOUR LOVED ONES):
- Medical, dental, and vision benefits
- Voluntary benefits available
- Paid time off upon hire
- Paid company holidays
- 401(k) with conditional employer match after 6 months of employment
- Growth potential
- Automotive discounts
IF YOU ARE QUALIFIED, YOU WILL BE CONSIDERED FOR THIS POSITION:An Equal Employment Opportunity/Affirmative Action Employer M/F/D/V. Only qualified individuals (those who meet the fundamental qualifications) will be considered as applicants for this position. Applications will be accepted for a minimum of 3 business days from the date of the initial posting.McCluskey Chevrolet will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodation due to a disability, please contact our Human Resources department at 513-761-1111. McCluskey Chevrolet participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee’s Form I-9 to confirm work authorization.