Fleet Maintenance Service Writer – Madison, WI


The Fleet Maintenance Service Writer, under the direct Leadership of the Fleet Maintenance Supervisor, is directly involved with the planning, organizing, and controlling of the logistics and fleet maintenance schedules within the data management systems or other scheduling tools available.


  • Responsible for daily use of fleet maintenance system and for opening, closing, monitoring all jobs and man-hours.

  • Schedules shop work to facility maximum productivity

  • Prioritizes and controls all repairs to ensure proper and prompt attention.

  • Ensures proper repair order documentation, i.e., complaint, cause, and correction noted on every repair order with punch time for each operation.

  • Reviews job status frequently, logging status and reporting any change in time.

  • Maintains an organized and up-to-date repair log.

  • Prepares estimates when required.

  • Responsible for data entry and dispatching.

  • Performs customer invoices and provides billing support.

  • Collects, compiles, files, and scans paperwork and documents and provides support to the accounting team to ensure deadlines are met.

  • Examines documents on work orders to assess completeness, accuracy, and conformance to contract requirements.

  • Ensures Quality Control standards are met and followed.

  • Applies business-oriented production control principles, concepts, and standards.

  • Data entry of all supplies, materials, labor, and pricing in accordance with contract specifications.

  • Ensures adherence to company policies, practices, and procedures.

  • Prepares a list of needed logistics department equipment, supplies and required repairs, and reviews with the logistics/fleet supervisors as needed.

  • Understands, keeps abreast of, and complies with federal, state, and local regulations, such as hazardous waste disposal, OSHA Right-to-Know, etc.

  • Communicates status with supervisors and management.

  • Other duties as assigned.


  • High school diploma or equivalent required.

  • Previous experience with dispatching a fleet of equipment.

  • Effective and timely communication skills with operators and management.

  • Knowledge of DOT Rules and its application to the industry.

  • Knowledge of Microsoft Office is required.

  • Ability to organize and prioritize daily work, focus on details, follow policies/procedures, and maintain confidentiality.

  • Service writer experience with construction equipment or diesel trucks is required.


General office environment. This position works in a warehouse setting with some outdoor exposure during the workday. This role routinely uses standard office equipment such as computers, phones, etc. Work is generally sedentary in nature but may require standing and walking for up to 30% of the time.


Base pay of $21-$25 an hour