Appointment Coordinator - Toyota Downtown

Socket.dev; Vancouver; On-site; CAD 38,000 - 52,000; Full time

Job summary

Jim Pattison Toyota Downtown in Vancouver is seeking a Service Appointment Coordinator to manage appointments, coordinate customer communications, and ensure a seamless service experience from first contact to vehicle delivery.

The role emphasizes outstanding customer service, strong organization, and familiarity with dealership management or scheduling software. This is a full-time, 40-hour-per-week position with a starting pay of $21.63 per hour, dependent on experience.

Qualifications

• Customer-facing or administrative experience in an automotive setting.
• Experience with dealership management systems or scheduling software.
• Excellent written and verbal communication.
• Strong organizational skills in a fast-paced environment.
• Detail-oriented with accurate data entry.
• Calm, professional under pressure.
• Team player who is reliable and punctual.
• Valid BC Driver's License required.

Responsibilities

• Schedule and confirm service appointments across phone, email, and online.
• Greet customers professionally and collect vehicle and service details.
• Coordinate with Service Advisors for capacity and technician availability.
• Follow up with customers on reminders, updates, and status.
• Manage the service drive schedule to optimize workflow.
• Liaise with Parts Department to confirm parts availability.
• Maintain accurate customer and vehicle records in the dealership system.
• Handle inquiries, concerns, and escalations with professionalism.
• Support service team with administrative tasks to ensure smooth daily operations.
• Follow company policies and maintain confidentiality.
• Contribute to a supportive and engaging work environment.

Skills

Customer service

Administrative experience

Automotive service

Tools

Dealership management systems

Scheduling software

Job description

Introduction

The Jim Pattison Auto Group has an exciting opportunity for a Service Appointment Coordinator to join our Jim Pattison Toyota Downtowndealership. In this role, you will play a key part in supporting our Service Department by efficiently managing appointment scheduling, coordinating customer communications, and ensuring a seamless service experience from first contact to vehicle delivery.

As a Service Appointment Coordinator, you take pride in delivering exceptional customer interactions and contributing to an outstanding service experience that reflects our strong commitment to customer satisfaction.

Schedule: This is a full-time, permanent role of 40 hours per week.

Pay Range: $21.63 per hour, depending on experience.

This role reports to the Service Manager of the dealership.

About Us

A division of the Jim Pattison Group, the Jim Pattison Auto Group was founded in 1961 by Jimmy Pattison, when he purchased a GM franchise. Today, the Jim Pattison Auto Group encompasses 28 locations across Western Canada, representing 16 automotive brands.

Customer satisfaction is our priority and it’s accomplished through the strength of our employees. Learn more about us here: https://www.jpautogroup.com/dealership/about.htm

A Day in the Life

• Schedule and confirm service appointments accurately and efficiently across phone, email, and online channels
• Greet customers in a warm, professional manner and gather vehicle and service information prior to arrival
• Coordinate with Service Advisors to ensure appointment slots align with shop capacity and technician availability
• Follow up with customers regarding appointment reminders, service updates, and vehicle status
• Manage the service drive schedule to optimize workflow and minimize customer wait times
• Liaise with the Parts Department to confirm parts availability ahead of scheduled appointments
• Maintain accurate customer and vehicle records within the dealership management system
• Handle customer inquiries, concerns, and escalations with professionalism and a solutions-focused approach
• Support the Service team with administrative tasks as required to maintain smooth daily operations
• Follow all company policies, procedures, and safety standards
• Ensure a high degree of confidentiality with company and customer information
• Participate in maintaining a supportive and engaging working environment

What We're Looking For

• Previous experience in a customer facing, administrative, or automotive service role is preferred
• Experience with dealership management systems or scheduling software is an asset
• Exceptional communication and interpersonal skills, both verbal and written
• Strong organizational skills with the ability to manage multiple tasks and priorities in a fast-paced environment
• Detail oriented with a high degree of accuracy in data entry and record keeping
• Ability to remain calm, professional, and focused under pressure
• Ability to work effectively both independently and as part of a team
• Reliable, punctual, and dependable
• A valid BC Driver's License is required

This role requires successful candidates to submit a satisfactory Driver’s Abstract.

We thank all applicants for their interest; however, only those selected for interviews will be contacted.

We are an equal opportunity employer and are committed to creating an inclusive and accessible workplace. We welcome applicants from all backgrounds and experiences. If you require any accommodations during the recruitment process, please contact us at [e-mail].