The Appointment Coordinator is responsible for providing exceptional customer service while ensuring the daily appointment schedule operates efficiently and accurately. As one of the first points of contact for our customers, this individual plays a vital role in delivering a positive customer experience, maximizing appointment availability, and supporting the day-to-day operations of the office.
This position requires a highly organized, customer-focused individual who can multitask in a fast-paced environment while maintaining accuracy and professionalism.
Seasonal Schedule
This is a seasonal position with hours varying throughout the year based on business demand.
- April through August: Part-time hours (20-25 hours)
- September through December: Up to 40 hours per week during our peak rustproofing season.
- January through April: Seasonal layoff may occur based on business requirements or may revert back to part-time hours
Key Responsibilities
Customer Service
- Answer incoming telephone calls promptly, professionally, and courteously.
- Welcome customers and provide outstanding customer service in person and over the phone.
- Respond to customer inquiries regarding Krown services, pricing, promotions, and appointment availability.
- Monitor the office voicemail throughout the day and return customer calls promptly.
- Process customer payments and issue receipts accurately.
- Follow up with customers who miss scheduled appointments to assist with rescheduling and maintain positive customer relationships.
Appointment Coordination
- Schedule customer appointments accurately and efficiently.
- Transfer online bookings into the scheduling system and verify appointment details.
- Monitor the daily schedule to maximize appointment availability and bay utilization.
- Maintain and actively manage cancellation and wait lists to fill appointment openings as they become available.
- Contact customers with appointment reminders by phone, text message, or email.
- Reschedule appointments as required and communicate schedule changes to customers and staff.
- Track no-shows, late arrivals, and last-minute cancellations while maintaining accurate records.
- Assist with end-of-day scheduling preparation by reviewing the following day's appointments, confirming customer information, and ensuring the schedule is complete and accurate.
Sales & Customer Education
- Recommend add-on services, including Salt Eliminator pre-treatment, when appropriate.
- Promote Krown maintenance products and retail items that provide value to customers.
- Inform customers of current promotions and available service options.
Office Administration
- Keep the reception area, customer waiting area, and office clean, organized, and welcoming.
- Maintain office, retail, and customer supply inventory and restock as required.
- Complete filing, data entry, and other administrative tasks as required.
- Assist with opening and closing office procedures.
- Support other office and customer service duties as assigned.
Pay: $17.00-$19.00 per hour
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- Vision care
Work Location: In person
