Loaner Fleet Coordinator

Knowledge and Skill Requirements:

• Demonstrated ability to work collaboratively in a team environment, contributing to shared goals and fostering positive relationships.


• Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.


• Strong verbal and written communication skills, able to maintain composure and clarity when handling challenging or high-stress interactions.


• Education Requirements:


• Four year degree required with concentration in business administration, supply chain management or related field. Relevant work experience can replace education requirement.

Essential Job Functions:

Loaner Request Management

• Receive and evaluate loaner machine requests from sales representatives and service personnel.


• Determine the validity and necessity of each request based on established criteria.


• Select appropriate loaner equipment and ensure it is prepped and ready for deployment.

Customer Coordination

• Communicate with customers to arrange either pickup or delivery of loaner machines.


• Coordinate delivery logistics, including scheduling with the hauling team when applicable.


• Ensure timely and professional delivery or pickup experience for the customer.

Fleet Oversight & Maintenance

• Monitor the status of machines out on loan and stay updated on the progress of repairs for the original equipment.


• Coordinate the return of loaner machines once repairs are completed.


• Ensure returned loaners are quickly processed through the shop and prepped for future use.

Billing & Documentation

• Invoice loaner costs once repairs are complete and provide documentation to the service department for work order completion.


• Research work orders and submit loaner cost estimates to the Caterpillar (Cat) service representative for preapproval.


• Track preapproved claims and submit them to the Warranty Manager for official filing.

Cost Recovery & Compliance

• Ensure all warranty and loaner-related costs are accurately billed to the appropriate department.


• Recover all eligible costs by ensuring claims are filed correctly and in a timely manner.


• Bill any excess or non-covered costs back to the customer as needed.

Preferred Experience and Skills:

• Experience with Microsoft Office suite is required.


• Salesforce and DBS experience is preferred.


• Equipment knowledge and previous experience with fleet coordination is strongly preferred.

Physical and Mental Requirements:

Must be able to work independently and as part of a team.

Must be able to pass background check, physical exam and drug screening test.