Service & Sales Co-Ordinator

Company Overview

Pinnacle Equipment, formerly known as DLE (Douglas Lake Equipment), has been serving British Columbia region since 1999. With multiple locations across BC, we are dedicated to providing exceptional sales, service, and support for heavy equipment and machinery representing brands such as Kubota. Fendt, Massey Ferguson, and Kobelco. Our commitment to customer satisfaction and rapid response times makes us a trusted partner in the industry.

Summary

The Service & Sales Coordinator is responsible for providing excellent customer service, coordinating service work orders, and supporting the day-to-day administrative operations of the Sales Department and the branch. This role serves as the primary point of contact for service customers, ensuring efficient communication between customers, technicians, and management while maintaining accurate records and administrative processes.

Job Duties 

Service Writer R esponsibilities 

• Greet customers professionally and assess their needs.
• Prepare, open, and close work orders accurately with the oversight of Operations Manager.
• Schedule service appointments and coordinate technician workloads.
• Provide customers with estimates, updates, and timelines for repairs.
• Maintain communication with customers regarding repair status and completion.
• Review completed work orders for accuracy before invoicing.
• Ensure customer satisfaction by resolving concerns promptly and professionally, escalating to operations manager as needed.
• Maintain accurate service records and customer information.

Branch Administration R esponsibilities 

• Manage daily office operations and administrative functions.
• Answer phone calls, emails, and customer inquiries. 
• Process invoices, purchase orders, and payments.
• Maintain filing systems, service records, and branch documentation.
• Assist with inventory tracking and ordering office and service supplies.
• Ensure compliance with company policies, procedures, and safety standards.
• Daily Cash count, POS Reconciliation, and bank deposits.

Sales Coordinator R esponsibilities 

• Coordinate and process all deal-related documentation up to the point of final sale paperwork submission as per company standard operating procedure (SOP).
• Assist sales team with unit location, stock number creation, and delivery scheduling.
• Track and communicate status of equipment (new and used) for the sales team.
• Ensure all customer paperwork is completed and uploaded in a timely manner.
• Maintain accurate tracking and control of all demo units.
• With the help of the yard person, confirm trade-in units are delivered to the yard after sale completion and coordinate shop inspections.

Branch Coordination  

• Communicate with service, parts, and rental departments to ensure unit readiness.
• Coordinate PDI (new) and reconditioning (used) requests with the service department.
• Ensure work orders are closed at the appropriate amount and in a timely manner.
• Manage internal office communications related to active deals and inventory.
• Support sales related administrative tasks as assigned by the Regional Sales Coordinator.
• Provide support to the Sales Manager with assigned tasks and projects as needed.
• Other duties as assigned

System & Process Compliance  

• Ensure accurate data entry in dealership systems
• Adjust and reconfigure Kubota invoices as needed (e.g., combining or separating components) and accurately record all related changes in the dealership system.
• Follow SOPs for sales process, equipment PO tracking, receiving, trucking, and inspections
• Maintain internal sales checklists and visual process boards (where applicable)

Qualifications 

• High school diploma or equivalent (post-secondary education in Business Administration is an asset).
• Previous experience in customer service, service writing, or office administration.
• Experience in the automotive, equipment, heavy-duty, or mechanical service industry is preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and dealership systems (e.g. IntelliDealer)
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.
• Strong attention to detail and problem-solving abilities.
• Positive team first attitude with willingness to learn and grow

Benefits:

• Casual dress
• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Free on-site parking
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care
• Exclusive corporate discounts

If you’re ready to accelerate your career in a dynamic environment where your skills make a real impact, we invite you to apply today. Join our team at Pinnacle Equipment and help us drive success forward. Candidates must be authorized to work in Canada. Pinnacle Equipment provides equal employment opportunities for all individuals.