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Loaner Fleet Coordinator (Portland)
Loaner Fleet Coordinator (Portland)BMW of Portland • Portland, Oregon Metropolitan Area, US
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Loaner Fleet Coordinator (Portland)

Loaner Fleet Coordinator (Portland)

BMW of Portland • Portland, Oregon Metropolitan Area, US
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  • [job_card.part_time]
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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

  • 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.

    • Customer Service & Communication

  • 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.

    • Logistics & Coordination

  • 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.

    • Compliance & Risk Management

  • 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.

    • Required Skills & Qualifications

  • 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.

    • Physical Requirements

  • 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.

    • 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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