Vehicle Rental Administrator

The Vehicle Rental Administrator is responsible for the day-to-day administration and coordination of the Your Auto Lease (YAL) program. This role ensures the efficient management of drivers, vehicles, fleet operations, compliance requirements, and associated administrative processes. The successful candidate will serve as a key liaison between drivers, management, external partners, and internal departments to support an exceptional customer and employee experience.

Wage: $42,000 - $45,000 per year

Location: 353 Manitou Drive, Kitchener

Hours: Monday to Friday 8:00am to 5:00pm

What You'll Be Doing:

• Coordinate the onboarding and offboarding of employee vehicle leases.
• Maintain accurate driver records and program documentation.
• Pull and review quarterly driver abstracts to ensure program compliance.
• Manage Telus GeoTab GPS services and driver connectivity.
• Oversee the administration and tracking of the YAL vehicle fleet.
• Conduct vehicle walkarounds and inspections as required.
• Coordinate oil changes and preventative maintenance for all fleet vehicles.
• Monitor vehicle assignments, returns, transfers, and replacements.
• Ensure fleet information is maintained accurately within company systems.
• Manage YAL activities within PBS, ensuring data accuracy and timely processing.
• Coordinate vehicle export activities and related documentation.
• Process and submit Kia fleet incentive applications and supporting documentation.
• Coordinate external vehicle demonstrations and deliveries.
• Respond to and facilitate executive requests related to the YAL program.
• Manage vehicle accident reporting and administration.
• Liaise with drivers, insurance providers, repair facilities, and internal stakeholders to ensure timely claim resolution.
• Maintain accurate records and documentation related to accidents and fleet compliance.
• Provide administrative and operational support to the Inventory Administration team as required.
• Assist with special projects and cross-functional initiatives.
  

What You Bring to the Table:

• Previous experience in automotive inventory, accounting, or auditing preferred
• Familiarity with PBS, Dealertrack, Renolds & Renolds or other DMS systems is an asset
• Strong attention to detail and problem-solving skills
• Ability to manage multiple locations and priorities
• Proficient in Excel and reporting tools
• Strong communication and organizational skills
• Valid driver’s license and willingness to travel between dealership locations as required
  

So why work for us? 

• The 401 Group of Companies is privately owned and 100% Canadian
• 40+ State-of-the-art facilities and an 80,000 sq. ft. centralized service "Hub"
• A fun, fast-paced, and high-energy work environment with exciting initiatives and rewarding perks.
• Personalized coaching, mentoring, and training focused on both individual growth and team success.
• Empowering you to grow with meaningful career path planning and advancement opportunities.
• Health & wellness benefit enrollment opportunities
• Employee referral bonus opportunities
• Enjoy exclusive employee pricing on automotive parts and service, along with a special discount at the Blackshop.
• Perkopolis Employee perks program enrollment
• On-site Parking

The 401 Group of Companies, is proud to be recognized as one of Canada's fastest growing Elite Business Management Groups offering a full line of automotive, recreational vehicle, powersport and marine products and services. Our headquarters is located in the thriving city of Cambridge, Ontario. Our brands include but aren't limited to Kia, Mitsubishi, Volkswagen, Hyundai, Subaru, Honda, Nissan, Toyota, Chrysler, Jeep, Dodge, Ram, Buick, GMC, Yamaha, 401 Auto Financing, CampMart and Grand River Boats.

This posting reflects a current and active opening.

Accommodations are available during all stages of the recruitment process in accordance with the Human Rights Code. The 401 Group of Companies Recruiting Team is committed to complying with the Accessibility for Ontarians with Disabilities Act (AODA) to provide an inclusive, barrier free workplace. We will accommodate the accessibility needs of individuals with disabilities to support participation in all aspects of the recruitment process. Should you require this accommodation, please contact HR, 226-535-9077 or careers@401auto.ca

We would like to thank all candidates in advance for their interest and only those candidates selected for an interview will be contacted. Due to the volume of applications, we receive, we are unable to confirm the receipt of individual applications or resumes.