Client & Production Coordinator – Tap and Shine Calgary
Location: 4509 1 St SE, Calgary, AB
Job Type: Full-Time
Compensation: $20–24/hour depending on experience + performance bonuses | 30–44 hours per week
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This role is ideal for someone who enjoys being the operational air traffic controller of a busy premium automotive shop — keeping clients informed, installers prepared, jobs documented, materials tracked, and vehicles delivered smoothly.
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About Tap and Shine
Tap and Shine Calgary is Alberta’s leader in high-end automotive protection, specializing in Icon Rocklear, paint protection film (PPF), windshield protection film (WPF), and window tint.
We are the only shop in Calgary certified to install Icon Rocklear, and have earned 300+ detailed 5-star Google reviews from discerning vehicle owners across the city.
Our clients trust us to protect vehicles worth $80,000+, and they expect a premium experience from the moment they contact us to the moment they drive away.
As we continue expanding, we’re looking for a Client Coordinator (Support / Admin) to help deliver that experience while keeping our operations organized and running smoothly.
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About the Role
This isn’t a typical “front desk” job.
You will be the first point of contact for our clients, the coordinator behind smooth installs, and the operational hub connecting clients, advisors, installers, and leadership.
Your mission is to own the client journey from first contact to vehicle delivery and ongoing support, while also supporting the production flow behind every install. That includes helping prepare jobs before they reach the install team, keeping film/material usage organized, coordinating plotting, tracking work order accuracy, supporting quality control, and making sure every vehicle moves through intake, production, inspection, and delivery with clarity.
By owning communication, coordination, documentation, reporting, and production support, you help the leadership team stay focused on growing the company while ensuring every client receives an exceptional experience.
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What You’ll Do
1. Client Communication & Experience
- Answer phones, texts, and emails promptly during business hours
- Greet clients professionally and manage vehicle check-in, check-out, and 30-day check-up appointments
- Coordinate Uber rides and delivery logistics for clients
- Educate clients on install timelines, service expectations, pickup timing, and aftercare basics
- Manage appointment scheduling, rescheduling, confirmations, and follow-ups
- Maintain a polished, organized, and welcoming front office
- Keep clients updated when vehicles are ready, delayed, pending inspection, or require additional coordination
2. Production & Delivery Coordination
- Coordinate the daily flow of vehicles from intake to production, QC, and delivery
- Confirm next-day check-ins, check-outs, appointments, and Uber rides
- Prepare job details before production begins, including services sold, vehicle details, installer assignments, deadlines, and special notes
- Queue and organize film plotting jobs for PPF, tint, windshield protection film, and other film-based services
- Coordinate with installers to ensure plotted film, materials, and job details are ready before work begins
- Track material usage for film, coating, tint, windshield film, and other install materials where required
- Flag low inventory, unusual material usage, waste, rework, or job-related supply issues to management
- Maintain clear communication between clients, advisors, installers, and leadership
- Track vehicle status updates throughout the install process
- Ensure vehicles are progressing according to schedule and escalate delays before they become client experience issues
- Help coordinate vehicle staging, delivery timing, client pickup timing, and final handoff readiness
3. Quality Control & Work Order Accuracy
- Support the team in ensuring each vehicle is properly documented before, during, and after service
- Confirm intake photos, inspection notes, service details, client requests, and delivery notes are properly captured
- Audit work orders daily to ensure required checklists, photos, inspections, and documentation are completed
- Confirm that completed vehicles are ready for final QC before client delivery
- Help ensure any touch-ups, corrections, or outstanding items are communicated clearly before pickup
- Track QC issues, rework, missed details, or recurring workflow problems and report them to management
- Help ensure no vehicle is delivered until the required documentation, QC steps, and client-facing details are complete
4. Administration & Reporting
- Maintain accurate client records, notes, appointments, invoices, deposits, and service details in the CRM
- Ensure vehicle, service, installer, production, and delivery details are fully documented
- Maintain and update Google Drive folders, spreadsheets, work order trackers, and internal workflow documents
- Submit a complete daily end-of-day report summarizing:
- Walk-ins, inquiries, and relevant updates
- Check-ins/intakes
- Check-outs/deliveries
- 30-day check-ups
- Vehicles currently in production
- Vehicles waiting on QC, touch-ups, parts, film, or client approval
- Material usage notes or inventory concerns
- Delivery updates
- Next-day schedule
- High-priority issues requiring leadership attention
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How Success Is Measured
You’ll know you’re succeeding in this role when:
- Client response times stay fast during business hours
- No missed appointments, unreturned inquiries, or coordination errors occur
- Work orders and vehicle records are accurate before, during, and after installs
- Film plotting jobs are queued correctly and on time
- Installers have the job details and materials they need before work begins
- Vehicle status is clear at all times
- QC steps are completed before client delivery
- Material usage, waste, rework, and inventory issues are tracked and reported
- Daily EOD reports are submitted consistently and without gaps
- Clients frequently compliment the professionalism, organization, and smoothness of the experience
- Leadership and customers do not need to chase basic updates, missing notes, delivery timing, or job status
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You’ll Excel If You Are…
Nothing slips past you. You take pride in systems being accurate and orderly.
You notice what needs to be done and handle it before being asked.
You’re comfortable with CRMs, cloud tools, and digital systems.
- Professional & Personable
You make clients feel confident and well taken care of.
Busy environments don’t stress you - they energize you.
You don’t need hand-holding. You take initiative and own results.
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Requirements
- 3+ years in admin, coordination, or customer-facing roles (medical/dental clinic experience or automotive-related shop experience is an asset)
- Strong attention to detail and clerical/data entry accuracy
- Comfortable with Google Docs, Sheets, and Drive (CRM experience is a plus)
- Excellent written and verbal communication skills
- Ability to juggle multiple priorities in a fast-paced environment
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What’s In It For You
$20–24/hour depending on experience + performance bonuses
30–44 hours per week
Clear metrics, autonomy, and opportunity to grow into Client Success or Operations leadership roles as the company expands.
Work alongside passionate professionals delivering premium automotive protection.
Learn the ins and outs of one of Calgary’s fastest-growing automotive protection companies.
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Perks
- Store discounts
- Company outings & events (go-karting, lunches, etc.)
- Free parking
- Coffee and snacks
- Music while you work
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Schedule
9-hour shifts (10am-7pm) | Wednesday–Sunday (weekends required)
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Culture at Tap and Shine
We operate as a unified, lean, high-performance team.
Everyone takes ownership, communicates clearly, and takes pride in delivering exceptional work. If you enjoy staying organized, solving problems, and helping clients have an outstanding experience, you’ll fit right in.
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How to Apply
Email [email protected] with your resume and a short introduction.
Want priority?
Email us a 2-minute video telling us what excites you about this role and why you’d be a great fit for Tap and Shine.
Job Type: Full-time
Pay: $20.00-$24.00 per hour
Benefits:
- Company events
- Discounted or free food
- On-site parking
- Paid time off
- Store discount
Application question(s):
- Tell us about a time you had to manage multiple tasks at once, with all of them having a tight deadline. How did you stay organized and achieve success?
- Have you worked with Google Suite (Docs, Sheets, Drive) or similar software?
- Are you comfortable using CRM systems and managing customer records?
- Do you have experience handling customer inquiries via phone, email, and in person?
- On a scale of 1-5, how comfortable are you explaining services and pricing to customers? (1 = not at all, 5 = very comfortable)
- Have you ever assisted with sending quotes or following up with potential customers?
- Are you comfortable following up with clients via phone, email, and text to help secure bookings?
- Tell us about a time you noticed a problem, delay, mistake, or missing information at work before your manager asked about it.
What was happening, what did you do, who did you update, and what was the final result?
Experience:
- Receptionist: 3 years (preferred)
Language:
- fluent English (required)
Work Location: In person
