Service Operations Coordinator

Service Operation CoordinatorDepartment: ServiceReports to: Service ManagerPosition 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. Key Responsibilities Loaner Fleet Management 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. Warranty & Extended Warranty Administration  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. Repair Order Processing  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. Customer Communication & Phone Support  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. Qualifications  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 Key Skills  Attention to detail Time management Customer service Administrative organization Problem solving Work Environment  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. What We Offer  Medical/RX/Dental/VisionLife Insurance401k PlanVoluntary Benefits including short term disability/accident/critical illness/universal life/cancer and visionSick LeaveVacationFuneral Leave We are an equal opportunity employer and prohibit discrimination/harassment withoutregard to race, color, religion, age, sex, national origin, disability status, genetics, protectedveteran status, sexual orientation, gender identity or expression, or any other characteristicprotected by federal, state or local laws.

Created: 2026-03-10