Appointment Coordinator - BMW Langley

Job summary

The Appointment Coordinator is responsible for scheduling service appointments, confirming bookings, and managing customer follow-ups. They also handle customer feedback, update records, and communicate recall information to ensure a high-quality customer experience.

Job details

DRIVING POSSIBILITIES. Position: Appointment Coordinator Status: Full-Time Dealership: BMW Langley Department: Sales Compensation: $18.25 - $22 per hour We are proud of our forward-thinking culture developed over 40 years of continuous improvement initiatives. OpenRoad is one of the largest and fastest growing automotive retail groups in the country (representing 23 brands across 44 locations) with a shared vision to become the national automotive leader in customer experience. As one of “Canada’s Best Employers” and “Best Managed Companies”, we are looking for team players who are excited to continually learn, work hard, and take ownership of their role. Our size doesn't define us, our people do. No one is just a number here, everyone matters, and our culture is the foundation of our success. If you love the idea of joining an organization with unlimited possibilities to accelerate your career, then apply to OpenRoad and grow with us today! A Career at OpenRoad Means You’ll Enjoy: Opportunity to work with a variety of OEM BRANDS including; Acura Audi, BMW, Honda, Jaguar, Land Rover, Lexus, Mazda, Mercedes-Benz, MINI, Porsche, Rolls-Royce, Subaru, Toyota, Volkswagen Amazing Incentives including but not limited to: Discounted Vehicle Purchasing Program, Boot Allowance, Employee Referral Program, Employer RRSP Matching Internal and external, training & development opportunities for skill-development and growth Be part of a collaborative, friendly and progressive work-culture with an emphasis on transparency, innovation, relationship and empowerment Comprehensive extended health and dental plan, tailored around Associate wellness Recognition and Engagement Events! ROLE & RESPONSIBILITIES: Handling customer calls regarding appointment cycle, and ensuring all service appointments are scheduled when due. Review unconfirmed appointments in the system and contact customers to confirm several days prior to scheduled appointment date. Contact customers to make them aware of outstanding recalls or campaigns and book the required appointments. Contact customers who are due for maintenance to book appointments. Offer alternative dates and/or times and book new appointments into the system when customer is unavailable for scheduled appointment. Monitor incoming e-mail appointments and book as necessary. Conduct follow-ups with service customers shortly after their service or repair, along with determining and documenting the quality of their visit. Take note of all customer comments and feedback and forward to the Service Manager. Update customer information on file. Report all and any customer complaints to Service Manager. Attend meetings and training as required. Must follow company safety policies and practices, and immediately, report any and all accidents to a Manager/Supervisor. This position will be expected to perform other duties as assigned by management. OpenRoad reserves the right to modify this job description as business needs require. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 2 years of experience in customer relations. Strong organizational and people skills. Some knowledge of automotive equipment parts and accessories. Good computer skills and ability to maintain records using a computerized appointment system. Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions. Ability to make sound decisions in a manner consistent with the essential job functions. Ability to work constructively with members from all departments within the dealership. Performance Expectations Success in this role is measured by effective portfolio engagement, appointment creation, retention outcomes, and overall contribution to dealership sales objectives. Internal Candidates: To be considered, please complete and submit the Internal Endorsement Form available on SharePoint. Please ensure all required information is provided, as incomplete submissions may delay the application process Grow Your Career at OpenRoad! We are an equal opportunity employer that values diversity, inclusion, and respect in the workplace. We are committed to creating opportunities for our associates to learn, advance their careers, and reach their full potential. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

What you’ll do

The Appointment Coordinator is responsible for scheduling service appointments, confirming bookings, and managing customer follow-ups. They also handle customer feedback, update records, and communicate recall information to ensure a high-quality customer experience.

Requirements

Candidates must have at least 2 years of experience in customer relations and possess strong organizational and communication skills. Proficiency with computerized appointment systems and basic knowledge of automotive equipment are also required.

Benefits

• Discounted Vehicle Purchasing Program
• Boot Allowance
• Employee Referral Program
• Employer RRSP Matching
• Training & Development
• Extended Health Plan
• Dental Plan
• Recognition and Engagement Events

Listed skills

• Appointment Scheduling · Preferred
• Communication · Preferred
• Data entry · Preferred
• Conflict Resolution · Preferred
• record keeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Relations
• Appointment Scheduling
• Communication
• Organizational Skills
• People Skills
• Computer Skills
• Data Entry
• Conflict Resolution
• Automotive Knowledge
• Record Keeping
• Customer Relationship Management
• Customer Service
• Computer Literacy
• Continuous Improvement Process
• Empowerment
• Sales
• Innovation
• Purchasing
• Microsoft SharePoint
• Setting Appointments

Job areas

• Customer Service & Support
• Retail
• Administrative
• Appointment Coordinator
• Customer Service Supervisor
• Sales and Marketing Managers
• First-Line Supervisors of Office and Administrative Support Workers

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