Appointment Coordinator

3 months ago

Ottawa, Canada Belair Lexus Full time

Bel-Air Lexus is looking for 2 FULL-TIME APPOINTMENT COORDINATORS

**Position overview**

The Automotive Appointment Coordinator is responsible for scheduling, managing service appointments and showroom traffic flow, ensuring that customers receive prompt and efficient service. This role requires excellent communication skills, attention to detail, and the ability to provide exceptional customer service.

**Key responsibilities**:
**Appointments**:

- Coordinate with service manager to ensure appointment availability and efficiency.
- Communicate with customers to gather necessary information regarding their service needs.
- Provide customers with accurate estimates of service times.
- Maintain and update the appointment calendar, ensuring accuracy and avoiding scheduling conflicts.
- Follow up with customers to remind them of upcoming appointments and reschedule as necessary.
- Handle customer inquiries and resolve any scheduling issues or concerns promptly and professionally.
- Maintain detailed records of appointments, customer interactions, and service histories.
- Collaborate with the service department to ensure smooth workflow and optimal customer satisfaction.
- Coordinate with parts department in regards to all incoming and outgoing parts needing to be installed on vehicles.
- Assist with additional administrative tasks as needed.

**Reception Duties**:

- Answer all incoming phone calls and transfer to the appropriate person/department.
- Greet all guests and direct guests to sales person
- Filing
- Assist the service department when required
- Data entry
- Count cash at the end of each day and report to manager when it is not balanced
- Ensure coffee bar is cleaned and stocked with sufficient supplies at all times.

**Requirements**:

- Fluent in French and English is required.
- Previous experience in a customer service, administrative or scheduling role.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Ability to multitask and manage time efficiently in a fast-paced environment.
- Experience in the automotive industry is an asset.
- Familiarity with the automotive service process and terminology is an asset.

**What we offer**:

- Fair and competitive wage based on experience.
- Co-paid benefits, including dental and health care.
- Ongoing training
- A supportive and inclusive work environment
- Employee discounts in sales, parts, and service
- Opportunities for career advancement within the company

If you are a customer-centric professional with a passion for the automotive industry, come join our team We are an equal opportunity employer.

**Job Types**: Full-time, Permanent

Additional pay:

- Overtime pay

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Store discount
- Work from home

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administrative experience: 2 years (preferred)
- Customer service: 5 years (preferred)
- Mechanical knowledge: 1 year (preferred)

**Language**:

- English (required)
- French (required)

Work Location: In person

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