Vehicle Receiving & Lot Coordinator
Classification: Non-Exempt
Salary Range: $20-$24/HR Based on Experience
Reports To: Principal
Job Summary: The Vehicle Receiving & Lot Coordinator is a key member of our operations team, responsible for maintaining an organized, efficient, and OEM-compliant vehicle lot. This role goes beyond traditional lot attendant duties and serves as the primary point of contact for all incoming and outgoing vehicles. The coordinator plays a critical role in managing vehicle intake, staging, tracking, and vendor coordination, helping to ensure the smooth flow of vehicles through the build and delivery process.
Core responsibilities include conducting detailed vehicle check-ins with photo documentation, tagging and inventorying vehicles, coordinating sublet swaps with vendors, and rotating vehicles on a regular basis to meet OEM quality requirements (such as battery maintenance and lot readiness). The coordinator will also handle Pre-Delivery Inspections (PDIs),check for open recalls, and assist with miscellaneous operational tasks supporting company logistics.
The ideal candidate is dependable, highly organized, and detail-oriented, with strong communication skills and the ability to work independently. This is a hands-on role that requires comfort working outdoors in all weather conditions and the professionalism to interact with external vendors and internal staff.
Responsibilities & Duties:
• Vehicle Check-In & Documentation: Serve as the primary point of contact for all inbound vehicles. Perform detailed check-ins including VIN capture, full exterior photos, condition documentation, and applying standardized vehicle tags.
• Vehicle Rotation & OEM Compliance: Proactively rotate vehicles on the lot to prevent battery drain and maintain OEM compliance standards. Monitor and report on vehicle readiness for upfit, sublet, or delivery.
• Lot Organization & Management: Maintain an organized and efficient lot layout that supports operational flow and safety. Ensure clear lanes, designated staging zones, and proper signage are consistently upheld.
• Vendor Coordination: Coordinate sublet vehicle movements by preparing units for vendor pickup and ensuring timely return. Communicate clearly with vendors regarding vehicle readiness, delays, or special instructions.
• Pre-Delivery Inspections (PDIs): Conduct PDIs on incoming and outgoing vehicles, checking fluid levels, tire pressure, lights, and general condition. Identify and report any issues before vehicle staging or delivery.
• Recall & Service Checks: Use manufacturer tools to check all incoming vehicles for open recalls and flag any requiring dealer service prior to build or release.
• Documentation & Inventory Tracking: Maintain accurate vehicle records in the company system, including check-in status, vehicle location, sublet status, and completion readiness. Ensure all paperwork and vehicle data are properly recorded and up to date.
• Operational Support: Assist with day-to-day operational needs such as transporting vehicles, picking up parts, or handling time-sensitive errands that support shop productivity.
• Customer & Team Communication: Effectively communicate with internal teams and external vendors about vehicle location, status updates, and delivery schedules. Relay check-in issues or changes promptly.
• Safety & Compliance: Follow all safety procedures while operating vehicles or moving through the lot. Report any safety hazards, damaged vehicles, or lot issues to management immediately
Essential Functions:
• Vehicle Intake & Inspection: Perform thorough check-ins for all arriving vehicles, including visual inspection, photo documentation, and proper tagging to ensure accurate tracking and readiness for processing.
• Lot Oversight & Organization: Maintain the structure, cleanliness, and accessibility of the vehicle lot. Ensure vehicles are correctly parked, rotated as needed to maintain battery health, and staged for upcoming work.
• Daily Vehicle Rotation: Consistently rotate parked vehicles on a set schedule to meet OEM quality standards, prevent battery drain, and ensure all units remain operational and accessible.
• Pre-Delivery Inspection (PDI) Execution: Carry out PDIs with precision, verifying fluids, tire pressure, lights, and other readiness criteria before installation or delivery stages.
• Recall Verification: Check all vehicles for open recalls using manufacturer tools and escalate any findings to appropriate staff for scheduling resolution prior to upfitting.
• Vendor & Sublet Coordination: Communicate directly with vendors to facilitate timely sublet vehicle exchanges. Prepare outgoing vehicles, track status, and ensure smooth vehicle handoffs.
• Errand & Transport Support: Provide general operational support by running errands, picking up parts or supplies, and assisting with the movement of vehicles for fueling, servicing, or registration.
• Communication & Recordkeeping: Maintain clear and accurate documentation of all vehicle movements, check-in details, inspection results, and vendor interactions. Keep internal teams informed of vehicle status and any changes.
• Compliance & Safety Adherence: Always follow company protocols and safety procedures. Report hazards, unsafe conditions, or vehicle issues to leadership immediately.
• Support Operational Flow: Ensure that all vehicles are where they need to be, when they need to be there, to keep the shop schedule moving and reduce downtime for technicians.
Qualification and Skills:
• Experience: 1–2 years of experience in a vehicle handling, lot management, or automotive operations role preferred. Prior experience in a dealership, fleet, or upfitting environment is a plus.
• Driver’s License: Valid driver’s license with a clean driving record required. Must be comfortable operating various vehicle types, including trucks, vans, and commercial fleet vehicles.
• Organizational Skills: Strong ability to manage a high volume of vehicles and tasks while maintaining an orderly, safe, and optimized lot layout.
• Attention to Detail: Highly detail-oriented with the ability to spot and document vehicle damage, recall alerts, and readiness issues during check-ins and PDIs
•Technical Aptitude: Basic familiarity with automotive systems and tools for checking recalls, monitoring vehicle status, and conducting PDIs. Willingness to learn internal systems and check-in technology.
• Communication Skills: Clear and professional communication with internal team members, sublet vendors, and external contacts. Able to relay vehicle status and updates efficiently.
• Time Management: Excellent time management skills with the ability to work independently and prioritize tasks based on operational needs.
• Physical Requirements: Ability to work outdoors in all weather conditions, walk the lot throughout the day, and get in and out of vehicles frequently. Must be able to lift up to 25 lbs if needed for tasks like tag application or light cleanup.
• Physical Ability: Ability to lift heavy equipment, stand for long periods, and work in a hands-on environment. Must be able to work in various positions, including under vehicles or in tight spaces.
• Team-Oriented Attitude: Willingness to support the broader operations team by taking on errands, assisting with vendor coordination, and stepping in where needed to maintain flow.
Supervisory Responsibilities: No direct reports or any level of supervision.
Work Environment:
• Physical Setting: Primarily outdoors within a vehicle lot or service area, with exposure to various weather conditions, including rain, heat, and cold.
• Physical Demands: Requires frequent standing, walking, bending, and lifting, as well as getting in and out of vehicles repeatedly throughout the workday. Some vehicle cleaning and light detailing may also be required.
•Noise Level: Moderate to high noise levels due to vehicle traffic, equipment operation, and general lot activity.
• Noise Level: The workspace typically has a moderate to high noise level due to machinery, tools, and vehicle operations.
• Equipment Use: May require the use of cleaning supplies, basic tools, and protective equipment, such as gloves, reflective vests, or safety glasses, when needed
• Travel Requirements: Primarily involves regional vehicle movement within company premises or to nearby locations
Position Type & Expected Hours of Work:
• Employment Type: This is a full-time position.
• Work Schedule: The normal work hours are Monday through Friday from 7:00 AM to 3:30 PM.
Travel:
• Local / Regional Travel: Regular visits to client sites within the region.
Other Duties: This job description is not intended to be all-inclusive and may not comprehensively cover all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice, based on the needs of the company and the evolution of the role.
