Welcome To Burlington Hyundai - Applying For The Appointment Coordinator Position

Position Summary

The Appointment Coordinator plays a crucial role in ensuring that the service department runs smoothly and that Burlington Hyundai guests have a positive experience. Reporting to the Service Manager, this position will book service appointments, assist management in performing various administrative tasks, oversee all appointments and consult with the management team regarding any discrepancies.

Key Relationships

• Service Manager
• Service Advisors
• Burlington Hyundai Guests

Duties and Responsibilities

• Warmly greet all Burlington Hyundai Guests within 20 seconds of them entering the drive-thru (a hello or if you are with a customer or on the phone a quick acknowledgment with eye contact and warm smile)
• Review and confirm all ONLINE booked appointments first thing in the morning – calling the guest to review their needs
• Making all appropriate and detailed notes in CRM system for service advisors
• Continuously checking Service@burlingtonhyundai.ca mailbox throughout the day, and immediately first thing in the morning for all inquiries
• Make and receive phone calls to schedule and confirm customer service appointments as per vehicle maintenance schedules to maximize shop usage
• Always confirm customer information before hanging up with them (name, address, vehicle, mileage)
• Handle incoming service telephone calls in a prompt, courteous and professional manner
• Contact guests who have received service reminder letters and have not responded.
• Update dealership records as needed
• Contact guests on project basis as required regarding recalls and service campaigns
• Record and report any guest concerns/complaints/suggestions to the service manager
• General filing as required
• Assist with mail outs as required
• Maintain work station in a clean and orderly manner
• Communicate and support other areas of the dealership
• Maintain proper dress and deportment
• Complete assigned tasks on time
• Attend meetings as required
• Take ownership of and successfully resolve problems as required
• Assist with unforeseen & emergent issues as required to the best of your ability

Metrics and Core Responsibilities

• Data entry
• Managing guest inquiries
• Follow-up communication
• Customer Satisfaction ensuring guests have a positive experience
• Appointment scheduling efficiency
• Record keeping accuracy ensuring the dealership has an up-to-date database of guest information

Qualifications

• Team player
• Coachable and willingness to learn
• Strong communication and computer skills
• Process driven
• Able to multitask proficiently
• Dependable and exceptional time management skills
• Punctual
• Enthusiastic and independently driven
• Winning attitude

Additional Requirements

• Dealer pilot and internal training up to date
• Follow Burlington Hyundai’s CORE Values and Vision

 Hours of Work

• Burlington Hyundai’s general hours of business are between Monday to Saturday, and it is expected that you will work a minimum of 40 hours per week during general business hours.

 

 

 

 

 

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