Car Rental Operation Officer

The Car Rental Operation Officer is responsible for overseeing daily car rental operations to ensure excellent customer service, efficient vehicle management, and smooth workflow at the rental station. This role requires strong organizational skills, attention to detail, and the ability to coordinate multiple tasks in a fast-paced environment.

Key Responsibilities

1. Customer Service & Front Desk Operations

• Assist customers with vehicle reservations, pick-ups, and drop-offs.

• Provide information on rental terms, insurance options, and pricing.

• Handle customer complaints, queries, and special requests professionally.

2. Vehicle Management

• Coordinate the availability, assignment, and rotation of rental vehicles.

• Inspect vehicles before and after rental for damage, cleanliness, and fuel levels.

• Ensure timely servicing, maintenance, and repairs of vehicles.

• Maintain accurate vehicle records (mileage, service dates, conditions).

3. Booking & Documentation

• Process rental agreements, invoices, receipts, and customer documents.

• Update reservation systems with accurate customer and vehicle data.

• Ensure compliance with company policies and rental requirements.

4. Operations Coordination

• Liaise with drivers, mechanics, and cleaning staff to ensure readiness of vehicles.

• Monitor fleet usage, fuel logs, and vehicle returns.

• Support daily operational planning to meet customer demand and fleet efficiency.

5. Risk & Compliance

• Verify customer identification, licenses, and insurance eligibility.

• Follow safety standards and company policies on damage assessments.

• Assist in reporting accidents, breakdowns, and insurance claims.

6. Sales & Upselling

• Promote additional services such as GPS, child seats, insurance packages, and upgrades.

• Support revenue generation through effective customer engagement.

7. Reporting

• Prepare daily activity reports, vehicle movement logs, and performance summaries.

• Track KPIs such as bookings, vehicle utilization, and customer satisfaction.

Qualifications

Education & Experience

• Diploma or Bachelors degree in Business, Logistics, Transport Management, or related field.

• 2-5 years experience in car rental operations, customer service, logistics, or fleet management (preferred).

Technical Skills

• Knowledge of car rental systems or booking software.

• Basic understanding of motor vehicles and maintenance schedules.

• Proficiency in MS Office (Excel, Word).

• Valid driving license is an advantage.

Soft Skills

• Strong communication and customer service skills.

• Good organizational and multitasking abilities.

• High level of integrity, attention to detail, and problem-solving capacity.

• Ability to work under pressure and handle fast-moving operations.