Pick Up & Delivery / Customer Experience Coordinator
We're looking for a detail-driven, accountable Rental Car Coordinator to run our service rental fleet. Think of it as running a rental counter inside the dealership. You'll manage our fleet of rental vehicles, open and close customer contracts, inspect for damage, and make sure every rental day is documented and billed correctly, whether it's covered by manufacturer warranty, the customer, or an insurance carrier. If you're organized, sharp with paperwork, and take ownership of every vehicle and every dollar, we'd love to have you on our team.
About FAH• We are a fast-paced, high-performing automotive dealership focused on delivering an exceptional customer experience while driving strong results. Our team environment is built on accountability, energy, and a commitment to success.• We believe in promoting from within and providing clear internal growth opportunities for employees who are motivated and ready to advance their careers. Our dealership is located in a prime, high-traffic area, offering consistent opportunities and strong earning potential.• We also invest in our team through ongoing training and development, ensuring you have the tools, knowledge, and support needed to succeed and grow in the automotive industry.
Compensation and Benefits
- Health, Medical and Dental
- 401K Plan options
- PTO and SICK Leave
- Growth opportunities
- Flexible Work Schedule
- Competitive Pay
Responsibilities
Fleet Management
- Add and remove vehicles from the rental fleet, including setup in rental and DMS systems, registration, plates, and coordination with accounting
- Monitor fleet mileage, age, and condition, and recommend units for de-fleet based on company guidelines
- Track fleet utilization daily and keep the right number and mix of vehicles available to meet service demand
- Schedule fleet vehicles for maintenance, recalls, and reconditioning so every unit is clean, safe, and ready to rent
Contracts and Customer Experience
- Open, manage, and close rental contracts, verifying driver's license, insurance, and authorization before release
- Link every rental contract to the correct repair order and pay type (warranty, customer pay, insurance, internal)
- Walk customers through rental terms, fuel, mileage, and return expectations at pickup
- Monitor open contracts daily, follow up on overdue rentals, and recover vehicles when needed
- Coordinate with service advisors and the shop on repair status so rentals are extended or closed in step with the RO
Rental Revenue and Warranty Billing
- Ensure warranty rentals meet manufacturer eligibility guidelines and are documented to support full reimbursement
- Submit warranty rental claims accurately and on time, and resolve rejected or short-paid claims
- Bill customer pay and insurance rentals, plus fuel, mileage overages, tolls, tickets, and cleaning fees
- Maximize rental income while protecting the dealership against charge backs and un-billed rental days
Damage Inspection and Recovery
- Complete documented check-out and check-in inspections with photos on every rental
- Identify and document damage, obtain repair estimates, and pursue recovery through the customer or their insurance carrier
- Track every damage claim to closure
Reporting
- Maintain accurate daily fleet, contract, and billing records
- Report on fleet utilization, rental revenue, open and overdue contracts, warranty claim status, and damage recovery
Requirements
- Previous experience in rental car operations (Enterprise, Hertz, Avis or similar), dealership loaner or rental programs, or fleet management preferred
- Strong attention to detail with contracts, paperwork, and billing
- Comfortable using rental management software, DMS, and Microsoft Office suite (Excel a plus)
- Excellent communication and customer service skills
- Ability to stay organized and prioritize in a fast-paced service drive
- Willing to work outdoors in all weather conditions inspecting and moving vehicles
- Valid driver's license and clean driving record
- Willing to submit to a drug screen & background check
FAH LLC is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.