Service Writer (San Antonio)

The Service Writer supports the transportation maintenance team with data entry, reporting, invoice reconciliation, and vehicle maintenance scheduling. The Service Writer will partner with multiple departments, including transportation management, dispatch, and drivers.

Essential Functions:

  • Data entry and reporting. Enter vehicle maintenance-related data into central system, including mileage, type of maintenance performed, towing services utilized, and costs/receipts submitted. Create and distribute reports as required, including the tracking of costs per division and type of vehicle
  • Vehicle maintenance scheduling. In partnership with mechanics, dispatchers, and Manager, Fleet compliance, create and maintain system for scheduling regular and as needed vehicle maintenance
  • Vehicle documentation management. Maintain in-vehicle documentation in compliance with Department of Transportation and local regulations
  • Parts pricing and inventory management. Maintain parts inventory and track parts pricing, soliciting competitive bids as needed for frequently used items. Create purchase orders
  • Administrative support for transportation team. Support collection and review of driver' logs. Assist with data entry for fuel and customer-specific initiatives
  • Maintain DOT compliance. Maintain DOT maintenance folders in the maintenance software system, DVIR records, and other FMCSA related regulatory documentation as it pertains to maintenance of the Company's fleet
  • Ensure timely communication and resolution to vendor and AP issues

Other Functions:

  • Special Projects as requested
  • Performs other duties as assigned

Minimum Requirements:

  • Experience in transportation industry preferred
  • Fleet maintenance software experience preferred
  • Dealership service writer or warranty clerk experience preferred

Work Experience:

  • Proficient knowledge of office management practices and procedures
  • Accomplished computer proficiency. Microsoft Excel, Word and Outlook programs.
  • Financial software experience helpful.Knowledge of principles and processes for providing high Service Level Agreements (SLA)
  • Performing day-to-day administrative tasks such as maintaining information files and processing paperwork
  • Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person
  • Keeping up-to-date technically and applying new knowledge to your job


  • High School Diploma required (or GED/High School Equivalency Certificate is acceptable)

Working Conditions:

  • Extended schedule may be required as dictated by management and business needs
  • May be required to lift, push, or pull materials weighing up to twenty (20) pounds
  • May be required to sit and review information on a computer screen for long periods of time
  • May require repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard


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