Maintenance Service Writer

Director of HR | Empowering People & Driving Organizational Transformation | Amazon Alum

SUMMARY: The Motor Coach 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.

Although additional duties and related tasks may be assigned, the essential duties 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.

Indirect Supervisor:
General Manager – Port Arthur Operations

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.

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.

• 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.

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

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.

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

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

• Microsoft Windows 7 or newer, or Apple OS 10.XX or newer
• Microsoft Office 2007 or newer (Word, Excel, PowerPoint, etc.)
• Basic Spreadsheet formatting (i.e. add rows/columns, borders, fill color)
• Basic Spreadsheet formulas (i.e. SUM, IF, conditional formatting, etc.)

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements…