Automotive and Equipment Service Writer

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Job Title:
Automotive and Equipment Service Writer

Department:
Administration and Planning | TTM Fleet Administration

As a member of Transportation and Traffic Management team, this position is responsible for coordinating vehicle repairs at the University. This includes scheduling vehicles for repair and preventative maintenance services, coordinating towing, communicating with third party vendors and responding to customer inquiries. The ideal candidate should have a good understanding of automotive repair shops and can use their experience to make day to day operational decisions as well as judge current work and future capacity when scheduling. Typical duties will include – Coordinates appointment schedule. Reviews work order history and determines preventive maintenance work required (and warranties available) when vehicles arrive. Sends preventive maintenance reminders to departments and follows up for non-compliance with the preventative maintenance schedule. Ensures work orders are correctly coded using status codes and repair type descriptions. Creates estimates and e-mails customers to obtain approval of estimates, and documents approval in fleet management system. Reviews listing of estimates requiring approval, performs daily review of estimates requiring approval ensuring all approvals are received timely. Reviews pending work orders more that are more than 24 hours old and communicates with customer accordingly and analyzes repairs in progress to determine garage capacity. Contacts customers semi-weekly regarding all in-progress repairs to inform them of repair status. Analyzes open work orders not completed prior to estimated completion date, obtains revised completion date, understands cause for delay and ensures proper documentation is in the fleet management system. Coordinates sublet repairs. Generates procurement requisitions for sublet repairs and processes corresponding invoices for payment. Identifies vehicles ready for pick up and calls customers to request pick-up. May perform service calls as needed. Escalates vehicle policy non-compliance. Generates reports to review credits issued and investigate significant amounts. Prepares and analyzes reports for management, including key performance measures such as mechanic productivity, turn-around times, etc. Properly handles and maintains classified/sensitive information according to federal and state laws and regulations and university policies. Attends meetings and trainings. QualificationsOne year experience in fleet operations required. Experience working as a service writer or technician desired.Excellent organizational and interpersonal skills. Proficient using Microsoft Windows and Microsoft Office software. Ability to perform detailed work and maintain accurate documentation. Possess strong customer service focus. Excellent verbal and written communication, and customer service skills required.

Additional Information:

Targeted hiring range: 20.53 - 27.35/hr

Job Level: T3 Senior

Location:
Service Building Annex (0263)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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