Service Writer

Role Summary

The primary responsibility of the Service Writer is to provide quality and timely administrative, clerical, and operational support to the Shop Forepersons and Equipment Division. Working closely with the Forepersons, the Service Writer ensures maintenance activities are accurately documented, service requests are coordinated efficiently, purchase orders and invoices are processed in a timely manner, and equipment-related records are properly maintained. The role also supports budget tracking, cost control initiatives, and vendor communications to help ensure efficient management of shop resources. Promote and actively participate in the Goal Zero Initiative. The ideal candidate will possess strong organizational skills, exceptional communication abilities, and a solid understanding of construction equipment and service operations.

Main Responsibilities

• •  Positively participate in company safety programs and adhere to all safety requirements. 
  •  Serve as the primary point of contact between operations and the shop; relay messages and information to Shop Forepersons as required. 
  •  Accurately document service requests, maintenance records, inquiries, and customer interactions within the system of record. 
  •  Schedule service appointments and coordinate with Shop Forepersons to prioritize maintenance and repair activities. 
  •  Communicate effectively with customers, internal stakeholders, and vendors regarding the status of service requests and equipment repairs. 
  •  Assist in resolving service and equipment-related issues in a timely manner. 
  •  Maintain accurate records of service transactions and ensure all documentation is complete, organized, and retained in accordance with company requirements. 
  •  Create, process, and track purchase orders for parts, services, and external repairs. 
  •  Verify vendor invoices against purchase orders and work completed, ensuring accuracy and timely submission for payment. 
  •  Monitor open purchase orders and coordinate with vendors and internal departments to resolve discrepancies. 
  •  Assist with tracking shop expenditures, maintenance costs, and equipment-related budgets. 
  •  Support Shop Forepersons by compiling cost reports, budget information, and maintenance expense data as required. 
  •  Monitor and report on parts usage, inventory transactions, and cost trends to support effective cost management. 
  •  Collaborate with procurement, accounting, operations, and maintenance teams to ensure timely and cost-effective support of equipment requirements. 
  •  Generate reports and provide administrative support related to equipment maintenance, budgets, costs, and operational performance. 
  •  Perform general administrative tasks including filing, data entry, record retention, and report generation. 
  •  Participate in record retention and filing as required. 
  •  Perform other duties as assigned.

Knowledge/Abilities

• •  Minimum of 1–3 years of experience in an administrative, service coordination, maintenance, or related position. 
  •  Strong organizational skills, including record keeping, time management, prioritization, and follow-up. 
  •  Experience processing purchase orders, invoices, or other financial documentation is considered an asset. 
  •  Basic understanding of budgeting, cost tracking, and expense reporting. 
  •  Computer literate with the ability to learn and adapt to new software applications. 
  •  Knowledge of JDE, equipment maintenance systems, and Microsoft Office applications is considered an asset. 
  •  Knowledge of construction equipment, heavy vehicles, and maintenance operations is considered an asset. 
  •  Ability to work efficiently both independently and as part of a team. 
  •  Ability to process high volumes of data accurately while working under pressure and meeting deadlines. 
  •  Strong attention to detail and accuracy in all areas of work. 
  •  Excellent verbal and written communication skills and the ability to interact professionally with employees, vendors, and customers. 
  •  Successfully meet all safety requirements, including pre-employment drug, alcohol, and fitness-for-work testing relevant to the position requirements.

Profile

Professional qualification in Mechanics, Hydraulics, etc…