Service Appointment Specialist

Helena Motors Group; Helena (MT); On-site; USD 42,000 - 54,000; Full time

Job summary

Helena Motors in Helena, MT is seeking a Service BDC Representative to connect customers with the service department by scheduling appointments, answering questions, and following up on maintenance and repair needs. You will help keep the service schedule productive with a friendly, organized customer experience.

The role involves answering calls, emails, and messages promptly, coordinating with service advisors, and maintaining accurate records.

Qualifications

• Customer service, call center, appointment scheduling, or dealership experience preferred.
• Strong telephone etiquette and clear verbal and written communication.
• Comfortable making outbound calls and managing a high volume of customer interactions.
• Strong attention to detail, organization, and follow-through.
• Ability to use multiple computer programs and learn scheduling, CRM, and management systems.
• Ability to remain professional and helpful when assisting frustrated customers.

Responsibilities

• Answer incoming service calls, emails, texts, and online appointment requests promptly and professionally.
• Schedule, confirm, and reschedule service appointments based on customer needs, appointment guidelines, and shop availability.
• Make outbound calls for routine maintenance reminders, missed appointments, declined services, and customer follow-up.
• Record customer concerns and requested services accurately so service advisors can prepare for each visit.
• Verify and update customer contact information and vehicle details in dealership systems.
• Provide general information about service hours, location, current offers, and appointment procedures.
• Coordinate with service advisors regarding customer questions, scheduling needs, transportation requests, and concerns requiring additional assistance.
• Assist with recall appointment outreach and coordinate with the service and parts teams to confirm readiness before scheduling.
• Follow up after service visits to gather feedback and refer unresolved concerns to the appropriate manager.
• Maintain accurate records of customer communications, appointments, and follow-up activities.
• Work toward established goals for response times, appointment scheduling, customer contact, and customer satisfaction.
• Protect customer information and follow dealership policies for calls, texts, emails, and recordkeeping.
• Support the service team with related administrative duties as assigned.

Skills

Customer service experience

Call center experience

Appointment scheduling

Dealership experience

Outbound calling

Attention to detail

CRM systems familiarity

Professional communication

Job description

Helena Motors in Helena, MT is seeking a Service BDC Representative to connect customers with the service department by scheduling appointments, answering questions, and following up on maintenance and repair needs. You will help keep the service schedule productive with a friendly, organized customer experience.

The role involves answering calls, emails, and messages promptly, coordinating with service advisors, and maintaining accurate records.