Appointment Coordinator - Toyota Northshore

The Jim Pattison Auto Group; North Vancouver; Hybrid; CAD 40,000 - 46,000; Full time

Job summary

Jim Pattison Toyota Northshore is seeking a Service Appointment Coordinator to support our Service Department by efficiently managing appointment scheduling, coordinating customer communications, and ensuring a seamless service experience from first contact to vehicle delivery.

In this full-time role, you will schedule, confirm, and optimize service slots, greet customers, gather vehicle details, and collaborate with Service Advisors and Parts to keep operations running smoothly.

Qualifications

• Previous experience in a customer-facing, administrative, or automotive service role.
• Experience with dealership management systems or scheduling software is an asset.
• Excellent communication and interpersonal skills.
• Strong organizational skills with multitasking in a fast-paced environment.
• Valid BC Driver's License required.

Responsibilities

• Schedule and confirm service appointments across phone, email, and online channels.
• Greet customers professionally and gather vehicle and service information.
• Coordinate with Service Advisors for capacity and technician availability.
• Follow up on reminders, service updates, and vehicle status.
• Manage the service drive schedule to optimize workflow and reduce wait times.
• Liaise with Parts to confirm parts availability for scheduled appointments.
• Maintain accurate customer and vehicle records in the DMS.
• Handle inquiries, concerns, and escalations professionally.
• Support the service team with administrative tasks.
• Follow company policies and confidentiality standards.
• Contribute to a supportive and engaging work environment.

Skills

Customer facing

Administrative skills

Scheduling

Communication

Organizational skills

Attention to detail

Teamwork

BC Driver's License

Tools

Dealership management system

Scheduling software

Job description

Jim Pattison Toyota Northshore has an exciting opportunity for a Service Appointment Coordinator to join ourdealership. 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 an 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. The regularly scheduled hours will be Tuesday to Saturday.

Pay Range: $19.00 to $22.00 per hour, depending on experience.

This role reports to the Service Manager of the dealership.

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 pressureAbility 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].