Rental Car Administrator

Job Description

Job Description

Westside Toyota is seeking a high-energy, customer-centric Rental Vehicle Administrator to manage our fast-paced Rental and Service Loaner Fleet.

Unlike a typical back-office fleet role, this is a highly visible, public-facing position . You will serve as the primary point of contact for our retail rental clients and service guests. If you thrive on interacting with the public, delivering exceptional hospitality, and keeping a moving fleet organized, we want to hear from you!

• Public-Facing Customer Service: Greet customers warmly, manage bookings, explain rental agreements clearly, and deliver an upscale hospitality experience to the public and dealership guests.
• Fleet Coordination: Manage the daily assignment, checkout, and return of service loaner and rental vehicles efficiently.
• Documentation & Compliance: Verify customer eligibility (e.g., insurance, driver’s licenses) and ensure all digital and physical rental contracts are accurately completed.
• Fleet Maintenance Tracking: Maintain meticulous records of vehicle usage, mileage, fuel levels, and physical condition. Coordinate with management to schedule routine maintenance, registration updates, and insurance compliance.
• Quality Control & Inspections: Conduct thorough pre- and post-use vehicle inspections alongside customers to accurately document vehicle condition. Ensure all fleet vehicles are detailed, fueled, and staged for immediate guest use.
• Internal Collaboration: Partner closely with Service Advisors and Service Management to forecast daily vehicle availability and optimize fleet utilization.

• Education: High School Diploma or equivalent required.
• Experience: Previous experience in a retail customer service, hospitality, or public-facing role is highly preferred.
• Skills: Exceptional verbal communication, a polished professional demeanor, and a genuine passion for problem-solving and customer satisfaction.
• License: Must possess a valid Driver’s License with a clean, insurable driving record.

Our Benefits Include:

• Medical, Dental & Vision Insurance
• 401K Plan + Match
• Life Insurance
• Short & Long Term Disability Insurance
• Paid time off and vacation
• Employee vehicle purchase plans
• Discounts on products and services

We are an equal opportunity employer and prohibit discrimination/harassment in 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.