Appointment Coordinator - Toyota Downtown

The Jim Pattison Auto Group; Vancouver; Hybrid; CAD 44,000 - 46,000; Full time

Job summary

The Jim Pattison Auto Group is seeking a Service Appointment Coordinator in Vancouver to support our Toyota Downtown dealership. You will manage service appointments, greet customers, and coordinate with Service Advisors to optimize capacity and technician availability.

We value clear communication, strong organization, and accurate record-keeping. This full-time role includes a 40-hour week with a pay rate of CAD 21.63 per hour, reporting to the Service Manager.

Qualifications

• 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.

Responsibilities

• Schedule and confirm service appointments across phone, email, and online channels.
• Greet customers and gather vehicle and service information prior to arrival.
• Coordinate with Service Advisors to align appointment slots 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.

Skills

Customer service

Communication

Organization

Attention to detail

Multitasking

Teamwork

Reliability

Calm under pressure

Tools

Dealership management system

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 Downtown dealership. 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].