Car Rental Service Co-ordinator

About Role:

• A mix of office-based administration and active coordination of fleet operations.
• Location: Digital Office Centre, Swords, Co. Dublin -On-Site role
• Hours: Full-time (Monday-Friday | 37.5 hours | 9am -5pm) - The position will be permanent, with the first six months being a probationary period.
• Reports to: Manager, Zingly

Salary: €35,000 – €40,000 commensurate with experience

About Zingly

Zingly is Vantastic’s innovative social‑enterprise car rental service, providing accessible, affordable, and community-focused transport options for people with disabilities, older adults, and support organisations across Dublin. Our goal is to make mobility easier, safer, and more inclusive.

We are now seeking a Car Rental Service Co-Ordinator to support the smooth daily operation of the Zingly fleet, ensuring every customer has a positive, reliable, and empowering transport experience.

Role Purpose

The Car Rental Service Co-ordinator is responsible for managing customer bookings, coordinating vehicle handovers and returns, supporting fleet maintenance, and delivering friendly, high-quality customer service. The role combines administration, scheduling, and hands-on operational tasks.

This position is ideal for someone who is organised, customer-focused, and passionate about helping people maintain independence through accessible transport.

Zingly Story

We’re all on life’s journey, and to get the most out of it, we need to be free to enjoy every journey, meet friends old & new, discover different destinations, spend time with family and look after the practicalities of life too. We know public transport can often be challenging and limiting. Mobility impairment shouldn’t mean mobility is impossible!

At Zingly, we’re on a mission to remove any obstacles surrounding mobility, we’re driven to improve lives, making it easy for people to get where they want to go in life. That’s why we offer rentable wheelchair accessible cars. Whether it’s a short trip or further afield, early morning or late at night, a special occasion or a weekly visit, the only question is where you want to go. Open the door and change the scenery to more freedom, time, & peace of mind and let the road take you.

Key Responsibilities

Customer Service & Bookings

• Respond to customer enquiries via phone, email, and online platforms.
• Manage reservations, changes, cancellations, and rental extensions.
• Provide clear information on Zingly vehicle options, accessibility features, pricing, insurance, and eligibility.
• Ensure a warm, respectful, and supportive customer experience at all times, particularly for users with additional needs.

Vehicle Handover & Return Coordination

Organise and carry out vehicle handovers with customers, including demonstrations of accessibility features.

• Complete return checks: fuel levels, mileage, cleanliness, and general condition.
• Record any issues, incidents, or damage and escalate as required.

Fleet & Maintenance Support

• Monitor fleet availability and coordinate scheduling to maximise utilisation.
• Ensure vehicles are kept road‑ready, clean, and in line with safety standards.
• Perform basic vehicle preparation tasks, including interior vacuuming, surface sanitising, and washer fluid top-ups, to ensure every vehicle is customer-ready before each rental.
• Liaise with mechanics, suppliers, and service providers for repairs, servicing, and specialised adaptations.
• Maintain accurate service logs, mileage records, and inspection reports.
• Drive rental cars as needed to keep the fleet clean, fuelled, maintained, serviced, tested, and ready for member use.

Administration & Compliance

Prepare and process rental agreements and required documentation.

• Manage deposits, payments, and refunds in line with organisational procedures.
• Ensure compliance with insurance conditions, accessibility requirements, and organisational policies.
• Assist with monthly reporting on bookings, utilisation, maintenance, and customer feedback.

Customer Support & Issue Resolution

• Respond promptly and professionally to customer concerns or complaints.
• Assist customers during incidents such as breakdowns or vehicle issues.
• Liaise with insurers and internal teams when necessary.

General Contributions

• Support service promotion through community outreach or customer communications.
• Suggest improvements to enhance customer experience and operational efficiency.
• Contribute positively to the wider mission of Vantastic and Zingly.
• Participate in cross-functional training as required.
• You will be required to perform such duties as may reasonably be required of you by the organisation.

Person Specification

Essential Experience & Skills

• Possess an Advanced/Higher Certificate or above, or hold a minimum Level 6 qualification on the National Framework of Qualifications.
• Full clean driving licence (B licence)
• 2 years of relevant experience in a similar role in car rental, transport, logistics, or fleet coordination.
• Excellent customer service and communication skills.- Strong organisational and multitasking abilities. - Experience in an administrative, transport, bookings, hospitality, or customer-facing role.
• Good IT skills and proficiency in Microsoft Office packages.
• Ability to work independently, with good judgment and attention to detail.

Desirable

• Experience in accessible transport, community services, or disability‑focused organisations.
• Understanding of accessible vehicles, disability supports, or community transport.
• Experience supporting vulnerable customer groups.

Personal Qualities

• Warm, friendly, and customer-centred attitude.
• Calm and solutions-focused when dealing with challenges.
• Reliable, responsible, and proactive.
• Comfortable working both independently and as part of a small, dedicated team.
• Commitment to the values of inclusion, safety, dignity, and community impact.

References

• Referees will only be contacted if you progress beyond the preliminary interview stage.
• Two referees will be required. At least one referee should be someone to whom you reported directly. Referees should be able to comment on your recent performance and behaviour in a work context. You may select referees who can provide insights from different roles or work environments.
• If successful at the final interview, a reference from your current or most recent employer will be required before an appointment recommendation can be made.
• Successful candidates may need to complete additional clearance processes, such as Health and Character Declaration, Garda Vetting and any other role-specific checks

What We Offer

• A meaningful Co-Ordination role within a mission‑led, values‑driven organisation.
• Supportive team culture with opportunities for professional development.
• Organisational benefits for this role: 22 days annual leave (exclusive of public holidays and discretionary company days) | Sick pay | Performance bonus | Death in Service benefit | Bike to work scheme | On-site parking
• Mobile Phone, laptop and mileage/subsistence allowances (at public service rates) will be part of the conditions of employment
• Training and professional development funding and support may be provided by agreement with the Board.

Job Type: Full-time

Benefits:

• Bike to work scheme
• On-site parking
• Sick pay

Education:

• Advanced/Higher Certificate (required)

Experience:

• car rental, transport logistics, or fleet coordination: 2 years (required)

Licence/Certification:

• B Driving Licence (required)

Work Location: In person