Maintenance Service Writer

SUMMARY:

The MotorCoach Service Writer serves as the communication link between drivers, the maintenance team, and management. This role is responsible for accurately documenting repair requests, maintaining compliance with FMCSA regulations, and ensuring timely turnaround of motorcoaches to minimize downtime.

ESSENTIAL DUTIESAND RESPONSIBILITIES:

Although additional duties and related tasksmay be assigned, the essentialduties and responsibilities of this position include the following:

• Greet drivers and review vehicle condition reports (DVIRs) daily; create accurate work orders for all reported issues.
• Prioritize repairs based on safety, operational needs, and dispatch schedules.
• Communicate repair status, estimated completion times, and service updates to operations and dispatch teams.
• Maintain service logs, work orders, parts usage, and warranty documentation.
• Ensure all inspections, repairs, and PMs (Preventive Maintenance) are performed in compliance with FMCSA and company standards.
• Coordinate with outside vendors for specialized repairs and track progress through completion.
• Verify completed work orders for accuracy and completeness before closing.
• Manage part requisitions and assist with inventory control as needed.
• Support the Maintenance Director in monitoring fleet maintenance schedules and ensuring record accuracy for audits.
• Track repeat defects and report recurring issues to management.
• Maintain a clean, organized, and safe maintenance office environment.
• Assist in developing and updating maintenance department policies and procedures.
• Daily audit of work orders to ensure that all DVIRs have been closed out and completed.

REPORTS TO / SUPERVISION RECEIVEDFROM:

Direct Supervisor: Director – Maintenance

Indirect Supervisor: General Manager – Port Arthur Operations

SCHEDULE:

Non-Exempt Work Schedule: In light of the nature of the transportation industry, the Company does not maintain regular business hours. Your schedule, the number, and types of routes assigned will vary and be determined by the Company’s specific business needs. The Company does not guarantee any set number of hours, days, or route assignments. Schedules are subject to change and may require early mornings, evenings, weekends, holidays, or multiple-day shifts. Flexibility with the work schedule and the ability to work any shift assigned is required.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, competency, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience

• High school diploma or equivalent required; technical certification or associate degree preferred.
• Minimum 2–3 years of experience in transportation maintenance, fleet service writing, or related administrative role.
• CDL Class B (preferred, not required).
• Experience with FMCSA-regulated passenger carriers a plus.

Language Skills

Ability to read and interpret documents in English. Ability to write in English routine reports and correspondence. Ability to speak effectively before groups.

Reasoning Skills

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Core Competencies

To performthe job successfully, an individual should demonstrate the following competencies.

• Accountability
• Communication
• Problem Solving
• Teamwork
• Safety & Compliance Focus

Computer Skills

To performthis job successfully, an individual should have a working knowledge of the following software applications, and proficiency as indicated below.

Software:

• Microsoft Windows 7 or newer, or Apple OS 10.XX or newer
• Microsoft Office 2007 or newer (Word, Excel, PowerPoint, etc.)

Proficiency:

• Basic Spreadsheet formatting (i.e. add rows/columns, borders, fill color)
• Basic Spreadsheet formulas (i.e. SUM, IF, conditional formatting, etc.)

QUALIFICATIONS and SKILLS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong knowledge of commercial motorcoach systems (electrical, HVAC, brakes, etc.) preferred.
• Excellent written and verbal communication skills.
• Proficiency in maintenance management software (Samsara, RTA, Tecalemit, etc.) or ability to learn quickly.
• Ability to read and interpret DVIRs, inspection sheets, and work orders.
• High attention to detail and organizational skills.
• Customer service mindset with a professional demeanor.
• Ability to multitask in a fast-paced environment and meet deadlines.
• Understanding of FMCSA 49 CFR Part 396 (Inspection, Repair, and Maintenance) requirements.
• Friendly people person’ type personality
• Customer service oriented
• Safety oriented
• Reliable, responsible, and loyal
• Positive attitude toward the general public
• Accommodating and sensitive to people’s needs
• Well-groomed and clean cut

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those a team member may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is occasionally exposed to fumes or airborne particles, outside weather conditions and vibration. The noise level in the work environment is usually moderate.