Service Operations Coordinator

Service Operation Coordinator

Department:
Service

Reports to:
Service Manager

Position Summary: The Warranty & Loaner Fleet Coordinator supports the service department by managing the dealership’s loaner vehicle fleet, processing extended and manufacturer warranty claims, assisting with internal and warranty repair order (RO) closure, and providing phone support to service customers. This role helps ensure accurate warranty submissions, efficient vehicle loaner operations, and timely repair order processing to maintain dealership productivity and customer satisfaction.

• Coordinate and manage the dealership loaner vehicle program.
• Check loaner vehicles in and out to customers and ensure proper documentation.
• Monitor loaner vehicle availability and schedule reservations.
• Ensure vehicles are cleaned, fueled/charged, and ready for customer use.
• Track mileage, maintenance needs, and vehicle condition.
• Coordinate with service advisors and technicians to ensure loaners are available for qualifying repairs.
• Maintain accurate loaner fleet records.

• Submit extended warranty and service contract claims accurately and promptly.
• Review repair orders to ensure proper documentation and coding for warranty submissions.
• Communicate with warranty companies regarding claim status, approvals, and payment.
• Follow up on outstanding claims and work to resolve payment issues.
• Maintain organized records of claims and approvals.
• Assist with compliance to manufacturer warranty policies.

• Assist in closing internal and warranty repair orders.
• Verify labor operations, parts, and documentation are accurate prior to closing.
• Work with service advisors and technicians to ensure proper notes and supporting documentation are included.
• Ensure repair orders are processed in a timely manner to support accounting and service department efficiency.

• Assist with incoming service department phone calls.
• Direct calls to appropriate service advisors or departments.
• Provide customers with basic information regarding loaner vehicles, repair status, and scheduling.
• Maintain a professional and customer-focused approach in all interactions.

• Previous automotive dealership experience preferred.
• Familiarity with warranty processing and repair orders is a plus.
• Strong organizational and administrative skills.
• Ability to manage multiple tasks and prioritize effectively in a fast‑paced environment.
• Strong communication and customer service skills.
• Basic computer proficiency and experience with dealership management systems.
• Valid driver’s license and acceptable driving record.
• Must be willing to submit to pre‑employment drug screen and background check.

• Attention to detail
• Time management
• Customer service
• Administrative organization
• Problem solving

• Fast‑paced dealership service department.
• Regular interaction with customers, service advisors, technicians, and management.
• Occasional driving of dealership vehicles as part of loaner fleet management.

• Medical/RX/Dental/Vision
• Life Insurance
• 401k Plan
• Voluntary Benefits including short term disability/accident/critical illness/universal life/cancer and vision
• Sick Leave
• Vacation
• Funeral Leave

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.