Job Description

The Service Writer coordinates maintenance and repair activities for the company’s semi-truck fleet. This role serves as the primary point of communication between drivers, mechanics, vendors, and management to ensure repairs are properly documented, parts are ordered, inventory is tracked, and maintenance records are accurately maintained. The position utilizes fleet management systems such as Samsara and tools like Microsoft Excel to monitor repairs, manage parts inventory, and track fleet maintenance activity.

Key Responsibilities

• Create, update, and close work orders for truck and trailer repairs.
• Document driver-reported issues and communicate repair needs to mechanics.
• Track repair progress and help ensure the timely completion of maintenance tasks.
• Monitor vehicle diagnostics, maintenance alerts, and service schedules using Samsara or similar fleet systems.
• Maintain maintenance logs, repair records, and preventative maintenance schedules.
• Order parts and supplies required for repairs and preventative maintenance.
• Track incoming parts and assign them to the appropriate vehicle or work order.
• Maintain an organized inventory of commonly used parts and shop supplies.
• Monitor parts inventory levels and coordinate reorders to ensure adequate stock.
• Match vendor invoices with corresponding parts orders and work orders.
• Upload invoices and documentation into the fleet management system for recordkeeping and accounting.
• Maintain spreadsheets and records in Microsoft Excel to track maintenance costs, parts usage, and inventory.
• Coordinate with drivers, mechanics, vendors, and management to minimize truck downtime.
• Ensure maintenance and repair records meet DOT and company compliance requirements.
  

Requirements

Qualifications

Education / Experience

• High school diploma or equivalent required.
• Experience in a fleet maintenance shop, truck repair environment, service writing, or parts/inventory role preferred.

Skills

• Strong computer and administrative skills.
• Proficiency in Microsoft Excel.
• Experience with Samsara or other fleet management software preferred.
• Basic knowledge of truck parts and maintenance terminology is a plus.
• Strong attention to detail and ability to manage multiple tasks in a fast-paced environment.

Working Conditions

• A combination of office work and interaction within the shop/garage environment.
• Frequent communication with drivers, mechanics, vendors, and accounting staff.