Loan Desk Coordinator

The role

You will coordinate the day-to-day activity of the loaner fleet to support the Service Department. This includes managing vehicle assignments, check-outs, returns, and ensuring vehicles are ready for guests.

What you will do

• Coordinate daily loaner vehicle reservations, assignments, check-outs, returns, and availability.
• Ensure loan car agreements, insurance information, required documentation, and signatures are accurate and complete.
• Explain loan car policies, return requirements, fuel or charging expectations, and customer responsibilities.
• Inspect and document vehicle condition at check-out and return.
• Report damage, missing equipment, maintenance needs, or other concerns.
• Coordinate with Porters and other dealership personnel to ensure vehicles are clean, fueled or charged, and ready.
• Monitor reservations, expected returns, extensions, vehicle locations, and fleet availability.
• Process returned vehicles and completed agreements promptly.
• Update vehicle status and coordinate vehicles requiring maintenance or repair.

Required qualifications

• Strong organizational skills to manage multiple reservations and competing priorities.
• Excellent customer service and communication skills.
• Strong attention to detail when reviewing agreements, documentation, vehicle condition, and fleet records.
• Ability to anticipate scheduling or availability issues and communicate changes.
• Dependable and accountable with the ability to follow established procedures and maintain accurate records.
• Comfortable working collaboratively with Service Advisors, Porters, management, and other dealership team members.
• Valid driver’s license and ability to meet dealership and insurance requirements.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid sick time
• Paid vacation
• 401(k)
• 401(k) matching
• Flexible spending account
• Professional development assistance
• Life insurance
• Employee assistance plan
• Disability insurance

About the company

BMW of Santa Monica is part of the nation's #1 family-owned automotive group. Their mission is to deliver a world class guest experience through the pursuit of excellence.