Fleet Service Writer & Maintenance Scheduler

Butler County Regional Transit Authority•Hamilton, OH

20d•$26 - $33•Hybrid

About The Position

The Fleet Service Writer runs the work order desk at Butler County Regional Transit Authority. This role is crucial for ensuring buses leave the yard on time by managing the shop's workflow, tracking vehicle status, and coordinating parts and schedules. The position requires someone who can effectively manage a service desk, similar to roles in dealerships or truck centers, but with the added responsibility of keeping public transportation running smoothly for over 820,000 passenger trips annually. The vehicles supported by this role are vital for people getting to work, medical appointments, school, and essential errands.

Requirements

High school diploma or equivalent.
Two or more years of experience as a service writer, service advisor, maintenance planner, scheduler, or fleet coordinator.
Real proficiency with a maintenance management system, fleet software, or dealership service software (proof of competency required).
Solid Excel and Outlook skills, with the ability to learn new software quickly and train others.
Comfort reading repair orders, service manuals, parts catalogs, and manufacturer bulletins.
Communication skills to work productively with technicians, operators, dispatchers, vendors, and directors.
Valid driver license and an acceptable driving record.

Nice To Haves

Transit, school bus, motorcoach, municipal fleet, or heavy duty truck experience.
Hands-on experience with Eptura Asset, Fleetio, Trapeze, RTA Fleet, or comparable software.
Familiarity with Federal Transit Administration maintenance and reporting requirements.
Warranty administration and recall tracking experience.
ASE certification or equivalent technical coursework.
A Class B CDL with passenger endorsement, or willingness to obtain one.

Responsibilities

Run the work order desk, including opening, assigning, prioritizing, and closing all work orders in the Eptura Asset maintenance system.
Ensure accurate meter readings, labor hours, parts issues, and maintain a defensible repair history.
Become the subject matter expert on the maintenance software, including training technicians and troubleshooting vendor issues.
Own the maintenance schedule, including preventive maintenance (by mileage, hours, and calendar), state inspections, warranty work, recalls, manufacturer campaigns, and outside vendor work.
Build the daily and weekly maintenance plan based on available technicians and bay space.
Act as the liaison between Maintenance and Operations, communicating vehicle availability for dispatch, processing driver defect reports and road calls, and informing operators of repair status.
Raise flags early for potential fleet issues that could lead to service failures.
Maintain maintenance records for Federal Transit Administration reporting, National Transit Database submission, and Ohio Department of Transportation review.
Produce recurring reports for leadership, including preventive maintenance compliance, out-of-service percentage, road calls, mean distance between failures, and repair cost by unit.