Appointment Coordinator

Our client is a family owned and operated Dealership s**ervicing the Burlington and surrounding communities.** They offer factory training and dealer onboarding. They offer great group benefits and vacation time. They are a people-centric and fully committed team who appreciates their employees and guests. Our client is looking for someone who is a go getter, self improver, customer-centric, team oriented Appointment Coordinator who carries the company flag.

**Position Summary**

The Appointment Coordinator plays a crucial role in ensuring that the service department runs smoothly and all guests have a positive experience.

Reporting to the Service Manager, as the Appointment Coordinator, you will ensure that customers are assessed and that their appointments are booked to meet their proper maintenance requirements and requests. You will promptly greet Customers, answer incoming telephone calls with courtesy and a smile in your voice, and carry out documentation tasks as required.

**What We’re Looking For**
- Excellent communication and interpersonal skills
- Strong organizational abilities and attention to detail
- Previous experience in a customer service or administrative role (automotive industry experience is a plus)
- A positive attitude and a team-oriented mindset

**Duties and Responsibilities**
- Greet and assist incoming service customers to ensure customer satisfaction
- Make and receive phone calls, scheduling and confirming customer service appointments as per vehicle maintenance schedules to maximize shop usage.
- Handle incoming service telephone calls in a prompt, courteous, professional manner
- Make all appropriate and detailed notes in the CRM system for service advisors
- Contact guests who have received service reminder letters and have not responded, and Update dealership records as needed
- Ensure proper documentation and identification of customers is obtained for service loaners, credit cards, and charge accounts
- Maintain updated customer information in the DMS.
- Contact guests on a project basis as required regarding recalls and service campaigns, postponed maintenance and missed appointments
- Record and report any guest concerns/complaints/suggestions to the service manager
- General filing as required
- Assist with mail-outs as required
- Maintain workstation in a clean and orderly manner
- Communicate and support other areas of the dealership
- Maintain proper dress and deportment
- Complete assigned tasks on time
- Take ownership of and successfully resolve problems as required

**Metrics and Core Responsibilities**
- Data entry
- Managing guest inquiries
- Follow-up communication
- Customer Satisfaction, ensuring guests have a positive experience
- Appointment scheduling efficiency
- Record keeping accuracy, ensuring the dealership has an up-to-date database of guest information

**Qualifications**
- Team player
- Coachable and willing to learn
- Strong communication and computer skills
- Process-driven and detail-oriented
- Able to multitask proficiently
- Dependable and exceptional time management skills
- Punctual
- Enthusiastic and independently driven
- Winning attitude
- Follow the Company's Core Values and Vision

**Hours of Work**
- The general hours of business are Monday to Saturday, and it is expected that you will work a minimum of 40 hours per week during general business hours.

**Why Join Us'**
- Competitive compensation package
- Extended Health Insurance Benefits Plan
- Opportunities for growth and advancement
- Supportive and inclusive team culture
- Training and development programs

We are an equal opportunity employer committed to maintaining a diverse and inclusive workforce. Accommodations for disabilities will be provided, on request, to support a job applicant’s participation in any aspect of the recruitment process.