Service Writer & Shop Scheduler

Service Writer & Shop Scheduler

We are looking for a highly organized and proactive Service Writer & Shop Scheduler to manage the daily operations and workflow of our construction vehicle maintenance shop. In this dual-capacity role, you will serve as the central air traffic controller for our fleet, responsible for intake triage, service writing, and strategic mechanic scheduling. You will balance the incoming repair needs of both our heavy construction equipment and commercial truck fleet, ensuring shop bays are optimized, mechanics are efficiently assigned, and downtime is kept to an absolute minimum.

Core Responsibilities

• Shop Scheduling & Workflow Optimization: Map out and manage the daily and weekly shop calendar. Strategically assign work orders to mechanics based on their specific skill sets, job urgency, and bay availability.
• Triage & Service Intake: Act as the primary point of contact for truck drivers, equipment operators, and project managers. Document mechanical complaints, diagnose the urgency of repairs, and translate them into detailed, actionable work orders for the shop.
• Preventative Maintenance (PM) Tracking: Proactively track and schedule routine PM intervals and mandatory DOT inspections for the truck fleet and construction machinery, ensuring the company remains compliant and breakdowns are prevented.
• Progress Tracking & Communication: Monitor the status of ongoing jobs throughout the day. Provide clear, real-time updates to project managers and fleet logistics regarding when equipment or trucks will be back in service.
• Parts Coordination: Work hand-in-hand with the Parts Specialist to verify that required components are on-hand or en route before scheduling a machine for a teardown, preventing idle bay time.
• Documentation & Closing: Review completed work orders for accuracy, ensuring all mechanic notes, hours worked, and parts used are correctly logged before closing out files in our fleet management software.

Qualifications & Skills

• Experience: Minimum of 6 months- 1 years of experience as a service writer, service advisor, or shop scheduler, ideally within a heavy equipment dealership, commercial truck repair facility, or large internal fleet shop.
• High-Level Logistics & Scheduling: Proven ability to manage a fluid, fast-changing schedule and multitask under pressure when emergency breakdowns occur.
• Technical & Mechanical Knowledge: Strong familiarity with heavy construction machinery (CAT, John Deere, etc.) and commercial truck/trailer systems (Class 7-8) to accurately scope repair times.
• Software Proficiency: Experience utilizing fleet maintenance management software (CMMS/ERP) to schedule assets and track work orders.
• Communication: Exceptional verbal and written communication skills, with the ability to maintain a calm, authoritative, and organized demeanor in a loud, busy shop environment

· Knowledge of DOT compliance a plus

· Knowledge in Fleet system E360 a plus

Pay: $23.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

Salary : $23 - $26