What are the responsibilities and job description for the Loaner Specialist position at DealerFLEX?
Loaner Vehicle Specialist
The Loaner Vehicle Specialist is responsible for managing the intake, inspection, maintenance, and return of loaner vehicles in a fast-paced automotive service department. This role ensures the safe handling of vehicles, provides excellent customer service, and maintains accurate records of loaner agreements. The position requires attention to detail and collaboration with other specialists to ensure smooth operations.
Key Responsibilities :
Customer Interaction & Loaner Vehicle Intake :
Greet customers and provide guidance as they drop off their vehicles for service.
Instruct customers to leave keys in the cup holder and ensure all personal items are removed from the vehicle.
Escort customers to the waiting area and inform them they will be called by name for checkout.
Loaner Vehicle Preparation & Inspection :
Use the TSD app to scan vehicle barcodes, gather customer details, and retrieve necessary paperwork from the Advisor's office.
Retrieve the customer's vehicle from the parking lots (400s, 200s, or Westside) and move it to the service lane.
Perform a thorough exterior and interior inspection of the vehicle, documenting any damage in the TSD app.
Verify that the vehicle is free of personal belongings, inspecting areas such as the glove box, center console, trunk, and sun visor.
Update the TSD app with mileage, fuel level, and close the loaner agreement.
Lock the vehicle and place keys in the designated wash bucket in the lane loaner box.
Fueling and Charging :
Refuel gas vehicles using the gas truck or place EVs on chargers if fuel or charge levels are low.
Ensure the correct status (e.g., 'Charging' or 'Needs Fuel') is noted on the keychain and the keys are returned to the lane loaner box.
Vehicle Maintenance & Repairs :
If a returned loaner vehicle requires maintenance, take the loaner key to a Service Advisor to initiate a repair order (RO) for the necessary repairs.
Lot Inspections & Key Management :
Conduct daily lot walks to identify and inspect all loaner vehicles currently on the property, checking for fuel levels, charging percentages, and general condition.
Perform key verification by cross-referencing the loaner keys with the vehicles in the lot, ensuring all keys are accounted for.
Place verified loaner keys into the cashier's box for secure storage.
Morning Loaner Process :
Retrieve loaner keys from the cashier's box and organize them in their designated spots within the lane loaner box.
If temperatures are below 32°F, stage three vehicles with engines running in the express lane to defrost windshields.
Damage Reporting & Communication :
Document any identified damage (interior or exterior) in the TSD app and immediately report any issues to Craig or Jay.
If a vehicle is not found during the lot walk or if discrepancies arise, promptly report these to the appropriate supervisor.
Additional Responsibilities :
Regularly monitor the fuel level of the gas truck and refuel as needed.
Collaborate with the team to maintain an organized and efficient loaner vehicle lot.
Assist with any additional tasks as assigned by the Loaner Coordinator or Service Manager.
Qualifications :
High school diploma or equivalent.
Previous experience in automotive service or customer-facing roles is a plus.
Strong attention to detail and ability to perform inspections.
Ability to work efficiently in a fast-paced environment.
Basic knowledge of automotive systems and terminology is preferred.
Must have excellent communication skills and be able to work collaboratively with others.
Valid driver’s license with a clean driving record and 5 years of driving experience.
Ability to lift and move up to 30 lbs.
Working Conditions :
The position requires standing, walking, and occasionally lifting.
Work is performed both indoors and outdoors in various weather conditions.
Schedule :
Full-time, with shifts to be determined based on service department needs.
This job description outlines the key duties and responsibilities for the Loaner Vehicle Specialist role. The ideal candidate will be organized, customer-focused, and proactive in managing loaner vehicle operations efficiently.
