Service Writer

EOE: race/color/religion/sex/sexual orientation/gender identity/ national origin/disability

Position Description: Fleet Service Writer

Position Summary

The Fleet Service Writer serves as the primary point of contact between the fleet operations team and the maintenance department. This role is responsible for scheduling, coordinating, and tracking all maintenance and repair activities for company vehicles and equipment. The Fleet Service Writer ensures timely communication, accurate documentation, and efficient workflow to minimize downtime and keep the fleet in safe, reliable operating condition.

Key Responsibilities

• Work Order Management:

• Open, track, and close work orders for all scheduled and unscheduled maintenance.
• Ensure work orders are accurately coded with labor, parts, and service details.

• Communication & Coordination:

• Serve as liaison between drivers/operators, technicians, and management.
• Communicate vehicle status, repair timelines, and cost estimates to stakeholders.
• Schedule preventative maintenance and coordinate with operations to minimize disruption.

• Documentation & Reporting:

• Maintain accurate service records in fleet management software.
• Prepare and distribute daily/weekly status reports on repairs, downtime, and costs.
• Ensure compliance with DOT, OSHA, and company safety regulations.

• Customer Service:

• Receive and log service requests from operators or supervisors.
• Provide timely updates and follow-up on maintenance issues until resolution.

• Inventory & Parts Coordination:

• Assist with ordering and tracking parts needed for repairs.
• Monitor inventory levels and communicate shortages to purchasing.

• Process Improvement:

• Identify recurring maintenance issues and recommend solutions.
• Support initiatives to improve fleet reliability and reduce maintenance costs.

• High school diploma or equivalent required; technical school or ASE certification preferred.
• 2+ years of experience as a service writer, fleet coordinator, or similar role (transportation, construction, or equipment maintenance preferred).
• Strong knowledge of vehicle systems, preventative maintenance schedules, and repair processes.
• Excellent organizational, communication, and customer service skills.
• Proficiency with fleet management software, Microsoft Office Suite, and data entry.
• Ability to prioritize tasks and work under pressure in a fast-paced environment.

• Detail-oriented and accurate in data entry and recordkeeping.
• Strong problem-solving and decision-making skills.
• Ability to work collaboratively with technicians, drivers, and managers.
• Commitment to safety, compliance, and operational excellence.