Loaner Fleet Coordinator (Portland)BMW of Portland • Portland, Oregon Metropolitan Area, US
Loaner Fleet Coordinator (Portland)
BMW of Portland • Portland, Oregon Metropolitan Area, US
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job_description.job_card.job_descriptionTrack and manage a ~100-vehicle fleet to ensure proper rotation and even mileage distribution. Monitor fleet health, including tire condition, fluids, warnings, recalls, and maintenance intervals. Schedule internal repairs, recalls, inspections, and detailing for loaner vehicles. Perform daily vehicle inspections to ensure all loaners are clean, safe, fueled, and presentable. Deliver a premium BMW-level customer experience during loaner pickup and return. Communicate delays, loaner policies, availability issues, or customer concerns professionally. Collaborate with Service Advisors to support smooth write-up processes and accurate expectations. Work closely with Service Advisors, Porters, Detailers, and Technicians to keep loaners flowing efficiently throughout the day. Ensure all fleet paperwork is accurate, organized, and compliant with BMW and dealership standards. Report fleet utilization, vehicle damage, and aging unit conditions to management. Assist with loaner billing, repair orders, sublet charges, and internal cost tracking. Enforce dealership loaner policies regarding eligibility, insurance, driver requirements, and rental terms. Document and report customer-caused damage, incidents, or abnormal vehicle conditions. Maintain secure key control and ensure accurate vehicle assignment records. Stay aligned with BMW corporate guidelines and dealership risk management expectations. Previous dealership, rental car, service department, or fleet management experience preferred. Strong organizational and multitasking skills in a fast-paced environment. Excellent communication and customer service abilities. Comfortable using dealership management systems Valid drivers license and clean driving record. Ability to confidently manage customer conflicts or high-volume situations. Ability to stand and walk for extended periods. Ability to move vehicles safely throughout the dealership property. Ability to work outdoors in varying weather conditions.
Position Summary
The Loaner Fleet Coordinator is responsible for managing BMW of Portlands 100-vehicle loaner fleet to ensure a seamless, efficient, and premium customer experience. This role oversees vehicle assignment, check-in / check-out operations, fleet health, maintenance scheduling, and overall vehicle readiness. The Coordinator plays a critical part in maintaining customer satisfaction, protecting dealership assets, and supporting smooth service department operations.
Key Responsibilities
Loaner Vehicle Operations
- Manage daily loaner vehicle check-in / check-out process for all service customers.
- Ensure accurate documentation for contracts, drivers license verification, insurance, mileage, fuel levels, and condition reports.
- Assign vehicles based on availability, customer needs, and reservation type.
- Maintain real-time awareness of fleet status (available, out, in detail, in service, etc.).
- Coordinate same-day loaner turnarounds to ensure vehicles are ready for the next customer quickly and efficiently.
Fleet Management
Customer Service & Communication
Logistics & Coordination
Compliance & Risk Management
Required Skills & Qualifications
Physical Requirements
Why This Role Matters
The Loaner Fleet Coordinator ensures BMW of Portland customers experience convenience and luxury from the moment they arrive for service. With a fleet of 100 vehicles, this role is critical for customer retention, CSI performance, service throughput, and protecting one of the dealerships largest assets.
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Fleet Coordinator • Portland, Oregon Metropolitan Area, US
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