Job Description

Company Name: PBS Systems
Job Location: Calgary, AB
Job Type: Full-time, permanent
No. of Openings: 1
Internal Job Title: DTO Coordinator
Reports To: Director, Dealer Training & Optimization
"PBS is the fastest growing "All Inclusive Business Platform" vendor in North America and we've only just begun!"
The Opportunity:
We are changing the way people buy and service cars one dealership at a time. In business for over 30 years, PBS is the third largest DMS (Dealership Management System) provider to the North American retail automotive industry. Each month we welcome hundreds of new users to our software platform, and we need your help.
We are unique in the industry because we view our customers as business partners, technology innovators, and friends. Our software can run all aspects of an automotive dealership with sales, service, inventory management, and accounting modules.
And that's where you come into the picture. While specific roles are posted, PBS is always open to pivoting with quality people and adding to the team based on your skills and the needs of our customers. After you join the team, we will continue the process of moving you into new roles based on your talents, growth, and interests.
The Role:
As a Dealer Training & Optimization (DTO) Coordinator, you will manage the onboarding process for new DTO employees, including orientation and training, to ensure their smooth integration into the department. You will oversee daily operational tasks, track project milestones, and develop detailed reports to support data-driven decisions and process improvements. Additionally, you will assist with DTO related projects, support Team Leads and Managers with standardized tasks, and commit to ongoing education and cross-training to stay current with industry best practices and enhance team support.
Job Responsibilities:
Onboarding & Training

• Manage the onboarding process for new employees, including conducting orientation sessions and creating detailed training materials.
• Develop and implement onboarding packages and training plans (setting up walk-through, practice, shadowing and presentation sessions) to ensure smooth integration of new hires.
• Coordinate access to all necessary set ups and learning opportunities with HR, Employee relations, Education, IT Support, Installs Service Coordinators and Dealer Engagement team.
• Actively participating in interviews as needed, including asking questions and evaluating candidates.

Reporting & Analysis

• Generate reports to monitor training metrics and the overall performance of trainers.
• Prepare comprehensive reports on project progress, resource utilization, and process effectiveness to support data-driven decision-making.
• Maintain manual databases as well as leveraging GuideCX reporting tools for accurate and actionable insights.

Process Improvement & Implementation

• Identify and implement process improvements to enhance operational effectiveness.
• Launch and monitor new processes, set long-term goals, and develop tools to support continuous improvement initiatives.

Documentation & SOP Development

• Develop, Maintain and review standard operating procedures (SOPs) to ensure they are up-to-date and consistent across all silos.
• Streamline documentation to improve overall efficiency.

Project Assistance

• Contribute to DTO-related projects by ensuring thorough documentation and keeping them on schedule.
• Organize team meetings, take detailed notes, draft communication emails, send follow-up summaries, and actively managing timelines to drive results and maintain momentum. Active meeting participation and ideas are encouraged.

Manager and Team Lead Support

• Support managers and team leads by centralizing and standardizing key tasks across all silos.
• As a team of coordinators, you will ensure consistency and alignment by connecting silo-specific responsibilities, fostering a more unified and collaborative approach.
• Serve as a resource for managers and team leads by offering guidance on task prioritization, problem-solving, and workflow optimization.

Workplace Culture and Team Collaboration

• Create a positive, collaborative work environment that promotes teamwork, open communication, and mutual respect across all silos.
• Organize team events to boost morale, engagement, and productivity while maintaining strong relationships with DTO team members to address their needs.

Qualifications:

• High School Diploma
• 1-2 years of previous experience in Human Resources/Employee Relations is an asset
• Experience in coordination, onboarding, or related roles
• Experience in developing and implementing process improvements and SOPs
• Strong computer skills with proficiency in Microsoft Office Suite
• Effective communication and interpersonal skills
• Superior organizational skills
• Effective time management and multitasking abilities, with result-driven outcomes
• Excellent analytical skills with proficiency in generating and interpreting reports
• Problem-solving and troubleshooting skills
• Strong documentation abilities
• Ability to travel within North America if needed; valid driver's license and passport are required
• Ability to work non-standard hours if needed

What we offer:

• Internal promotion and growth opportunities
• An education department dedicated to helping you with professional and personal development
• The opportunity to travel
• Free parking
• Staff events
• Competitive annual base salary
• Bonus for product certification up to $4,800 per year
• Great referral bonus
• Staff discounts with GM, Dell, Goodlife and more.

Application Deadline: Tuesday October 14, 2025
Should you be selected for an interview, you will be contacted via email. Please monitor your junk/spam folder.
PBS is an equal opportunity employer. Accommodations will be provided during the hiring process as required.

Skills Required