Appointment Coordinator

About the role

As an , you will play a crucial role in ensuring communication between our customers and the dealership. Your primary responsibility will be to manage and schedule appointments for vehicle services, ensuring that our clients receive timely and efficient service. This position requires strong organizational skills and the ability to multitask in a fast-paced environment. You will be the first point of contact for customers, making your role vital in enhancing customer satisfaction and loyalty.

Key facts

What you'll do

• Manage incoming calls and inquiries from customers, providing them with information about services and scheduling appointments efficiently.
• Coordinate and maintain the appointment calendar for service technicians, ensuring optimal scheduling to maximize productivity.
• Follow up with customers to confirm appointments and remind them of upcoming service dates, enhancing customer engagement.
• Handle customer complaints and concerns with professionalism, ensuring that issues are resolved swiftly and satisfactorily.
• Collaborate with service advisors and technicians to ensure that all necessary resources are available for scheduled appointments.
• Maintain accurate records of customer interactions and appointments in the dealership's management system.
• Assist in the preparation of reports related to appointment scheduling and customer feedback to improve service delivery.
• Participate in team meetings to discuss service performance and share insights on customer experiences and expectations.
• Stay updated on the latest service offerings and promotions to effectively communicate these to customers.
• Provide administrative support to the service department, including filing, data entry, and other clerical tasks as needed.
• Engage with customers in a friendly and professional manner, ensuring a positive first impression of the dealership.
• Contribute to a team-oriented environment, supporting colleagues and fostering a collaborative workplace culture.

Requirements

• High school diploma or equivalent; additional education in business administration or a related field is a plus.
• A minimum of 2 years of experience in a customer service role, preferably within the automotive industry.
• Proficient in using computer systems and software, including Microsoft Office Suite and dealership management systems.
• Excellent verbal and written communication skills, with a strong focus on customer interaction.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Ability to work in a fast-paced environment and adapt to changing priorities.
• A positive attitude and a commitment to providing exceptional customer service.
• Strong problem-solving skills, with the ability to think critically and resolve issues efficiently.
• Availability to work flexible hours, including evenings and weekends as required.

Nice to have

• Experience with appointment scheduling software or CRM systems.
• Knowledge of automotive services and repair processes.
• Bilingual abilities, particularly in French, are considered an asset.
• Previous experience in a sales or retail environment.
• Familiarity with the local automotive market and customer preferences.

Skills & tools

• Strong interpersonal skills to build rapport with customers and colleagues.
• Time management skills to prioritize tasks effectively.
• Attention to detail to ensure accurate scheduling and record-keeping.
• Proficiency in using technology and software for scheduling and communication.
• Ability to work collaboratively in a team setting while also being self-motivated.

Practical notes

• This position is based in Sudbury, Ontario, and requires the candidate to be available for full-time work.
• The salary for this role will be competitive and commensurate with experience.
• Candidates must be eligible to work in Canada and may need to provide documentation for visa purposes if applicable.
• Opportunities for professional development and training may be available to enhance your skills and career growth within the company.
• Interested applicants can apply through the provided link: https://401auto.bamboohr.com/careers/2318.

At 401auto, we value our employees and strive to create a supportive and dynamic work environment. If you are about customer service and are looking to join a dedicated team, we encourage you to apply for the Appointment Coordinator position.