Service Writer

The Hlavinka Equipment Company•Victoria, TX

111d

About The Position

The Service Writer serves as the communication link between customers, technicians, and management to ensure all service work is completed accurately, efficiently, and with a high level of customer satisfaction. This position supports daily service operations by managing repair orders, scheduling technicians, assisting with parts coordination, and maintaining proper documentation for billing, warranty, and reporting.

Requirements

Previous experience in a service, administrative, or customer support role (equipment or automotive preferred).
Excellent organizational and communication skills.
Ability to multitask and manage competing priorities in a fast-paced environment.
Basic computer proficiency, including service software and Microsoft Office applications.
Strong attention to detail and accuracy in paperwork and data entry.

Nice To Haves

Experience in agricultural, construction, or heavy equipment industries.
Understanding of repair order and warranty claim processes.

Responsibilities

Answer and route incoming service calls, ensuring timely follow-up and excellent customer service.
Communicate repair needs, timelines, and updates to customers in a professional manner.
Schedule technicians for field and shop repairs according to workload and priority.
Check in with customers on open accounts and assist with billing inquiries as needed.
Open, verify, and close repair orders accurately and efficiently.
Complete all service paperwork and ensure documentation is entered properly for warranty, billing, and reporting.
Monitor technician time entries and ensure labor is properly coded and billed.
Assist technicians with repair order documentation and warranty claim submissions.
Assist with parts orders and ensure accurate coordination between service and parts departments.
Prepare and code statements for the accounting department.
Help track PTO and payroll details within the service department.
Generate monthly or other departmental reports as needed.
Support additional projects, such as managing uniforms, fuel cards, or other administrative functions.
Perform any other duties as assigned by management to ensure efficient service operations.