Appointment Coordinator

Steve Marshall Group; Campbell River; On-site; CAD 40,000 - 50,000; Full time

Job summary

A local automotive service provider in Strathcona Regional District is looking for an Appointment Coordinator. This role involves managing customer service appointments, ensuring effective workflow within the service department, and providing a positive experience for customers. Ideal candidates will have strong organizational skills, a customer-first mindset, and previous experience in automotive or customer service roles. Proficiency in basic computer skills is also required. This position offers the opportunity to work in a dynamic environment, supporting service advisors and technicians.

Qualifications

• Highschool diploma or equivalent required.
• Previous experience in automotive service, customer service, or scheduling is an asset.
• Familiarity with dealer management systems is an asset.
• Strong attention to detail and organizational skills.
• Ability to multitask and manage a high volume of customer interactions.
• Professional and friendly demeanor with a customer-first mindset.
• Basic computer proficiency, including MS Office.

Responsibilities

• Answer phone calls, emails, and in-person inquiries regarding service appointments.
• Schedule service appointments accurately based on customer needs and technician availability.
• Provide customers with estimated service times, vehicle drop-off instructions, and updates as required.
• Address customer questions and concerns professionally and courteously.
• Maintain an organized service schedule to optimize technician productivity and minimize wait times.
• Prepare service work orders and ensure all customer and vehicle information is complete.

Skills

Customer service skills

Organizational skills

Attention to detail

Multitasking

Basic computer proficiency

Education

Highschool diploma or equivalent

Tools

Dealer management systems

MS Office

Job description

Role Summary

The Appointment Coordinator is the first point of contact for customers seeking service at River City Ram. This role is responsible for scheduling service appointments, managing the service queue, and providing a positive customer experience from the moment the customer calls, emails, or arrives. The Appointment Coordinator ensures efficient workflow within the service department while supporting service advisors and technicians.

Key Responsibilities

Customer Service & Communication

• Answer phone calls, emails, and in-person inquiries regarding service appointments.
• Schedule service appointments accurately based on customer needs and technician availability.
• Provide customers with estimated service times, vehicle drop-off instructions, and updates as required.
• Address customer questions and concerns professionally and courteously.
• Follow up with customers regarding upcoming service, recalls, or warranty work.

Appointment & Workflow Management

• Maintain an organized service schedule to optimize technician productivity and minimize wait times.
• Coordinate with service advisors and technicians to prioritize urgent or complex jobs.
• Update appointment management systems and service records accurately.
• Track appointment confirmations, cancellations, and reschedules.

Administrative Support

• Prepare service work orders and ensure all customer and vehicle information is complete.
• Maintain accurate records of customer interactions, appointments, and service histories.
• Assist with general office duties and support the Service Manager as needed.

Qualifications & Requirements

• Highschool diploma or equivalent required.
• Previous experience in automotive service, customer service, or scheduling is an asset.
• Familiarity with dealer management systems is an asset.
• Strong attention to detail and organizational skills.
• Ability to multitask and manage a high volume of customer interactions.
• Professional and friendly demeanor with a customer-first mindset.
• Basic computer proficiency, including MS Office.