Car Rental Operations Virtual Assistant

NOW HIRING: Car Rental Operations Virtual Assistant
Level Up Visions Enterprise LLC | Remote

We are seeking an exceptionally organized, detail-oriented, and dependable Virtual Assistant to help manage our car rental operations.

Organization is the most important requirement for this position. You must be able to manage multiple vehicles, renters, documents, and deadlines while keeping accurate records and following through without constant reminders.

Responsibilities

GoHighLevel & Renter Records

Keep vehicle information, availability, and rental status updated daily.

Make sure every vehicle is assigned to the correct current renter, with accurate VIN and plate information.

Ensure each renter’s profile is complete with their driver’s license, signed rental agreement, pickup/drop-off photos, and required documents.

Record renter communications and changes promptly.

Tickets & Tolls

Check for tickets and tolls regularly and match them to the correct vehicle, renter, and rental dates.

Prepare transfer requests, supporting documents, and required email correspondence.

Send completed forms and supporting documents to management for printing and mailing.

Track deadlines, submissions, and follow-ups until each item is resolved.

Vehicle Maintenance

Maintain an organized maintenance tracker for every vehicle.

Track service dates, mileage, repairs, upcoming maintenance, and unresolved issues.

Coordinate with management, renters, and the vehicle operations team to schedule service and follow up on completion.

Keep maintenance records and receipts organized.

Payment Follow-Up

Review the payment spreadsheet to identify outstanding balances and upcoming payments.

Verify information with management when needed before contacting renters.

Send approved payment reminders and follow-up messages.

Document communications and flag overdue accounts for management.

Vehicle Purchase Tracking

Track vehicles purchased for customers, including the buyer’s name, vehicle details, VIN, purchase date, and supporting documents.

Keep each purchase connected to the correct individual and update its status as it moves through the process.

Rental & Team Support

Work alongside our current Virtual Assistant to help find renters and follow up with leads.

Respond professionally to rental inquiries and assist with onboarding and pickup coordination.

Communicate outstanding tasks, missing documents, and issues clearly to the team.

Requirements

Excellent organization and attention to detail—this is non-negotiable.

Strong follow-through and the ability to manage deadlines independently.

Experience using GoHighLevel and Google Sheets or Excel.

Clear, professional written English and customer service skills.

Ability to handle confidential customer and business information responsibly.

Reliable internet and availability during agreed working hours.

Car rental, fleet management, or administrative operations experience is a plus.

Success in this role means: accurate vehicle and renter records, complete renter profiles, maintenance tracked, tickets and tolls handled on time, and consistent follow-up on payments and leads.