Position Summary:

The Appointment and Service Specialist plays a crucial role in ensuring that the service department runs smoothly and all customers have a positive experience.

Reporting to the Service Manager, as the Appointment and Service Specialist, you will ensure that emergency service calls are answered and triaged, and routine appointments are booked to meet their proper maintenance requirements and requests. You will promptly answer incoming telephone calls with courtesy and carry out service tasks as required.

What We’re Looking For:

We’re seeking someone who thrives in a fast-paced environment and enjoys helping people. The ideal candidate will have:

- Excellent communication and interpersonal skills
- Strong organizational abilities and attention to detail
- Proficiency with scheduling software and basic computer applications
- Previous experience in a customer service or administrative role (automotive industry experience is a plus!)
- A positive attitude and a team-oriented mindset

What we offer:

- Competitive compensation package
- Opportunities for professional development and career advancement
- Health and dental benefits
- Life insurance
- Work-life balance
- Engaging company events
- Supportive, people-first culture

Key Responsibilities:

- Make and receive service via phone calls and emails, scheduling and confirming service appointments such as emergency repair services, preventative maintenance, quality assurance.
- Schedule and dispatch field service team with a focus on timely and efficient service. Make all appropriate and detailed notes in the CRM system for service advisors
- Ensure proper and accurate documentation for service, maintain and create new customer information in the CRM.
- Communicate and support other areas of the company
- Complete assigned tasks on time
- Take ownership of and successfully resolve problems as required
- Manage inventory and parts tracking, including sourcing, ordering, receiving, and maintaining accurate stock levels
- Process purchase orders and ensure timely delivery




- Track incoming shipments and reconcile inventory records
- Maintain and manage the service calendar, ensuring accurate tracking of appointments and follow-ups
- Maintain ongoing communication with service team to coordinate service activities and updates
- Prepare reports for invoicing and maintain related documentation
- Perform general administrative and office duties as needed

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:

- Must have had a minimum of 1+ years in a coordination role, preferably in the service and repair industry
- Previous experience in ordering parts/ parts coordination is an asset
- Coachable and willing to learn
- Strong communication and computer skills
- Process-driven and detail-oriented
- Able to multitask proficiently
- Dependable and exceptional time management skills
- Punctual
- Enthusiastic and independently driven
- Winning attitude
- Follow the Company's Core Values and Vision
- Background in technical support, service advisor, or dispatch roles is an asset
- Post-secondary diploma or equivalent experience

Xtron Company is proud to be an equal prospect employer. We value diversity and are committed to creating an inclusive environment for all employees. We thank all applicants for their interest.

Only those selected for an interview will be contacted.

Job Type: Full time

Pay: $65,000.00-$80,000.00 per year

Benefits

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Language:
- English (required)

Location:
- Mississauga, ON L4Z 3E6 (preferred)

Work Location: In person Job Type: Full-time

Pay: $65,000.00-$80,000.00 per year

Benefits

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Language:
- English (required)

Location:
- Mississauga, ON L4Z 3E6 (preferred)

Work Location: In person

📌 Appointment and Service Specialist (Mississauga)
🏢 Xtron Imaging
📍 Mississauga