Rental Agent

Position Overview The TRAC Operations & Rental Specialist is the primary architect of the dealership’s rental department and manufacturer compliance standards. This role balances high-level financial controllership with the logistical demands of managing a premium 20–30 vehicle fleet. You will act as the strategic bridge between the Service department and the rental desk, ensuring 100% alignment with the Toyota Rent-a-Car (TRAC) program while providing concierge-level service to every guest.

What we have to offer:

· A culture of caring, belonging, and respect for everyone

· Innovative in-house learning systems and training programs centered around promotional growth and advancement

· Competitive Compensation plans and paid training

· Paid employee referral, recognition, and bonus programs

· Manufacturer based incentives that reward performance

· Comprehensive health benefits packages, including telehealth and behavioral health services

· Paid time off, bereavement, and vacation benefits

· industry leading maternity and paternity leave

· 401k retirement plans with company match

· Uniforms provided

· Employee discounts on parts, service, vehicle purchases, and local entertainment

Core Responsibilities

Fleet & Program Management

• TRAC Program Mastery: Serve as the subject matter expert for all Toyota Rent-a-Car guidelines, ensuring the department is perpetually "audit-ready" and compliant with brand standards.

• Fleet Strategy: Direct daily operations to maximize vehicle turnover and optimize utilization rates across the fleet.

• Asset Protection: Oversee vehicle cleanliness, maintenance schedules, monthly payments, and insurance premium processing.

• Risk Mitigation: Exercise rigorous oversight of rental agreements, ensuring absolute accuracy in signatures, insurance verification, and data entry.

• Logistics: Safely park vehicles in tight spaces and facilitate the movement of fleet units to ensure inventory is always frontline-ready.

Financial Controllership & Administration

• Revenue Reconciliation: Perform daily balancing of rental and service revenue streams, reconciling data between CDK (DMS), Cenpos, and UTA systems.

• Financial Oversight: Manage cash drawer operations, process rental deposits, and finalize accounting spreadsheets for the Controller.

• Claims & Refunds: Administer warranty contract payments, process customer refunds, and manage damage claims to minimize fleet-related losses.

• Data Integrity: Process administrative tasks using both custom software and paper filing systems with meticulous attention to detail.

Customer Experience & Brand Advocacy

• Premium Service: Provide outstanding service by describing the operation of modern Toyota vehicles and ensuring a seamless rental-to-service transition.

• Strategic Retention: Monitor metrics to identify "at-risk" clients and perform professional outbound outreach to maintain loyalty and improve CSI (Customer Satisfaction Index) scores.

• Communication: Exhibit excellent interpersonal skills to interact with customers, department heads, and manufacturer representatives.

Requirements & Qualifications

Professional Standards

• Reliability: Must exhibit punctuality, professionalism, and strict adherence to the company dress code and grooming requirements.

• Adaptability: Ability to remain flexible and manage complex details in a fast-paced, sometimes hectic environment.

• Compliance: Strict adherence to all company standards, health and safety regulations, and state/federal laws.

Skills & Abilities

• Technical Proficiency: Ability to navigate Dealer Management Systems (CDK preferred) and Microsoft Office suite.

• Driving Skills: Must be able to operate and park various vehicle types safely in confined dealership lots.

• Education/Experience: Previous experience in automotive rentals, fleet management, or dealership accounting is highly preferred.

Why Automotive:

Career growth: Endless opportunities for career development within our organization, with development programs and training to get you where you want to be.

Stability: Even through these uncertain times, Anderson Automotive Group was able to continue to provide excellence in our communities

Technology: There is no industry more exciting than Automotive. From keyless entry vehicles to electric cars, there is always something new happening in the industry. You can be a part of these exciting changes.