Calgary Branch Administrator / Customer Service Coordinator
Position Summary
MEDmobility is seeking a professional, organized, and customer-focused Branch Administrator / Customer Service Coordinator to support the daily operations of our Calgary location.
This position serves as the central point of contact for customers, Product Consultants, technicians, and Head Office. The successful candidate will provide exceptional customer service, assist with sales and rental administration, coordinate documentation, support showroom operations, and help ensure the branch operates efficiently and professionally.
The ideal candidate enjoys working with people, is comfortable multitasking, and takes pride in maintaining a well-organized workplace.
Key Responsibilities
Customer Service & Reception
- Welcome customers and visitors to the showroom.
- Serve clients in a professional, friendly, and helpful manner.
- Answer incoming telephone calls and direct inquiries appropriately.
- Assist customers with product information and general inquiries.
- Support Product Consultants with customer follow-up as required.
- Maintain a positive and professional first impression of MEDmobility.
Sales Support
- Process sales transactions and customer payments.
- Prepare product quotations and estimates.
- Learn MEDmobility products and services through ongoing training.
- Demonstrate products to customers when appropriate.
- Assist with inside sales activities and showroom inquiries.
- Coordinate sales paperwork and documentation.
Rental Administration
- Prepare rental agreements and supporting documentation.
- Open, update, and close rental contracts.
- Process rental payments and collections.
- Monitor rental equipment records and databases.
- Coordinate the return of rental equipment.
- Ensure returned rental equipment is inspected by a technician before being returned to inventory.
- Confirm equipment is cleaned, checked for damage, and approved for future use.
Scheduling & Coordination
- Maintain branch calendars and scheduling systems.
- Coordinate appointments, deliveries, installations, and service calls.
- Assist Product Consultants and Technicians in organizing efficient daily schedules.
- Encourage the use of shared calendars and scheduling tools.
- Help coordinate grouped service and delivery routes when possible.
Financial & Administrative Duties
- Process customer payments accurately.
- Ensure all cash and cheque deposits are completed on the same business day.
Verify billing accuracy, including:
- GST
- Labour charges
- Part numbers
- Serial numbers
- Other applicable charges
- Scan and file documents electronically.
- Forward required paperwork to Head Office.
- Maintain accurate records and documentation.
Showroom & Inventory Support
- Ensure the showroom remains clean, organized, and presentable.
- Ensure scooters, power wheelchairs, and demonstration equipment remain charged and ready for use.
- Assist with inventory counts and stock organization.
- Apply company information labels to brochures and marketing materials.
- Monitor office and cleaning supply inventories.
Branch Operations
- Assist with monitoring workflow and operational activities within the branch.
- Help ensure procedures and processes are followed consistently.
- Support communication between Calgary staff and Head Office.
- Report operational issues and opportunities for improvement to management.
- Contribute to a positive, team-oriented work environment.
Facility
Assist in maintaining clean and professional common areas including:
- Reception area
- Showroom
- Kitchen
- Washrooms
- Meeting spaces
- Promote a culture of shared responsibility for workplace cleanliness and organization.
Qualifications
- Excellent customer service and communication skills.
- Strong organizational and multitasking abilities.
- Professional telephone manner.
- Comfortable using computers and business software.
- Attention to detail and accuracy.
- Ability to work independently while supporting a team environment.
- Experience in administration, retail, healthcare, home medical equipment, or customer service is considered an asset.
Preferred Qualifications
- Experience working in a medical equipment, healthcare, rehabilitation, accessibility, or mobility-related environment.
- Experience with quotations, invoicing, rentals, and inventory control.
- Familiarity with Microsoft Office, scheduling software, and database systems.
- Experience handling cash, debit, credit card, and cheque transactions.
What Success Looks Like
The successful candidate will become a trusted resource for customers and staff, helping ensure the Calgary branch operates smoothly, professionally, and efficiently while providing an exceptional customer experience consistent with MEDmobility’s reputation for service and care.