Heavy-Duty Diesel Service Writer

Job Description

Job Description

Job Summary:
We are seeking an organized, technically minded Heavy-Duty Diesel Service Writer to
act as the primary liaison between our fleet customers, owner-operators, and our team
of diesel technicians. In this role, you will be responsible for translating customer
mechanical issues into actionable repair orders, scheduling routine maintenance, and
managing the administration of shop workflow. The ideal candidate possesses strong
customer service skills, a solid understanding of commercial truck components, and the
ability to thrive in a fast-paced industrial shop environment.

Key Duties and Responsibilities

• Customer Service & Communication
• Greet customers and drivers promptly, gathering accurate vehicle, fleet, and
  contact details.
• Listen to driver complaints and ask clarifying questions to pinpoint mechanical
  symptoms.
• Provide regular updates to fleet managers and dispatchers regarding vehicle
  status and return-to-service timelines.

• Explain complex diesel repairs, labor charges, and diagnostic results clearly to
  non-technical clients.

  Repair Order Management & Administration

• Open detailed repair orders (ROs) documenting vehicle mileage, engine hours,
  and exact complaints.
• Develop accurate cost estimates for parts and labor, securing required approvals
  before work begins.
• Review technician stories and notes to ensure all parts used and labor hours are
  accurately logged.
• Process warranty claims and manufacturer recalls in strict accordance with OEM
  guidelines.
• Finalize and invoice closed repair orders, handling payments and fleet account
  documentation.
  

Shop Coordination

• Schedule preventative maintenance (PM), annual DOT inspections, and
  emergency repairs to optimize shop flow.
• Coordinate with the parts department to ensure required components are
  available for scheduled jobs.
• Prioritize incoming work based on fleet safety, "truck down" status, and
  

Qualifications and Requirements

• Education: High school diploma or equivalent required. An Associate degree in
  Diesel Technology is a plus.
• Experience: Minimum of 2 years of experience in heavy-duty truck service writing,
  parts, or service coordination.
• Technical Knowledge: Strong understanding of Class 7-8 trucks, diesel engines,
  air brake systems, and heavy-duty drivetrains.
• Software Skills: Proficiency with Shop Management Software and OEM
  
  diagnostic/warranty portals.
• Licensing: Valid Driver’s License required; a Commercial Driver’s License (CDL-A
  or B) is highly preferred for moving commercial assets.