The Loaner Fleet Coordinator is responsible for managing BMW of Portland’s 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.

• Manage daily loaner vehicle check-in/check-out process for all service customers.
• Ensure accurate documentation for contracts, driver’s 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.

• Track 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 driver’s 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.

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 dealership’s largest assets.