Shop Service Writer/Coordinator

MNL•Otsego, MN

About The Position

The Shop Service Writer owns the flow of work through the shop by managing work orders, coordinating parts, and maintaining accurate service documentation. This role ensures jobs are clearly documented, parts are available, and information stays up to date so mechanics can stay focused on execution. You’ll maintain visibility into all active and completed work, track progress throughout the day, and ensure communication between the Shop and field teams is clear and timely. Success in this role comes from staying organized, following through on details, and keeping work moving without gaps or delays.

Requirements

2+ years of experience in service coordination, service writing, or operations support
Strong organization and attention to detail, especially with tracking and documentation
Ability to manage multiple tasks and keep information accurate in a fast-paced environment
Strong follow-through and comfort keeping work and information on track
Clear communication skills across teams and roles
Comfort working with Microsoft Office and learning service/work order systems
Ability to work in a hands-on, team-oriented shop environment

Nice To Haves

Experience in a shop, fleet, construction, service, or equipment environment preferred

Responsibilities

Open, update, and close work orders with accurate details on labor, parts, and service performed.
Keep work order status current so the Shop Manager and team have real-time visibility into progress.
Track active jobs throughout the day and follow up with mechanics to keep work orders accurate and up to date.
Ensure all service documentation, notes, and supporting details are completed before closing work orders.
Maintain organized and accessible service records for tracking and reference.
Communicate job status, delays, and completion updates between the Shop and field teams.
Identify and coordinate parts needed for repairs, ensuring they are ordered and available when needed.
Work with vendors and suppliers to source parts in a timely and cost-effective manner.
Maintain accurate records of parts usage tied to equipment and work orders.
Monitor inventory levels and communicate needs to prevent delays or shortages.
Track labor and parts costs by equipment to support repair and replacement decisions.
Help keep work moving through the shop by tracking job progress and addressing gaps in parts, information, or communication.
Support consistent use of Shop systems, processes, and documentation standards.
Identify gaps or inefficiencies in workflows and communicate improvement opportunities.
Help maintain an organized, functional parts and storage system within the Shop.