Service Writer

Located in Fairfield, CA

Salary: $28.85–$36.06 per hour

Job Title: Service Writer
Compensation: $60,000–$75,000 annually DOE
Equivalent Hourly Range: $28.85–$36.06 per hour
Expected Start Date: Early 2026

Job Description:
We are seeking a knowledgeable and customer-focused Service Writer to join our team. This role is responsible for greeting service customers, performing walk-around inspections, accurately documenting concerns, and supporting the Service Manager with estimates, work orders, and repair coordination. The ideal candidate will have strong communication skills, excellent attention to detail, and the ability to manage multiple tasks in a fast-paced service environment.

Key Responsibilities:

• Greet incoming service customers, complete walk-around inspections, and accurately document complaints, requested repairs, and additional recommended services.

• Work directly with the Service Manager to:

  • Prepare estimates, including labor and parts.

  • Identify and recommend additional repairs (upselling opportunities).

  • Review work orders daily prior to closing.

  • Review daily time sheets prior to entry.

• Present estimates to customers and obtain approval.

• Open work orders in the service system (eBS or equivalent).

• Order parts, track ETAs, and keep PO and work order information updated through consistent follow-up with suppliers.

• Ensure all service parts are pulled through the Parts Manager and correctly added to work orders.

• Communicate with customers regarding ETAs, additional work needed, and any cost changes; maintain weekly communication until service is complete.

• Keep the Service Manager informed of parts statuses to support technician scheduling.

• Confirm that all shop supplies, freight charges, sublet services, oil, and consumables are properly billed.

• File warranty claims with manufacturers and keep accurate records of all open claims.

• Maintain up-to-date knowledge on evolving products and service procedures.

• Release completed equipment to customers once payment or account status is verified; review the invoice and completed work to ensure customer satisfaction.

• Contact customers for follow-up on equipment not serviced recently; assist with tracking service contracts or preventative maintenance customers when needed.

• Provide general support to the Service Manager as required.

Qualifications:

• Strong customer service and communication skills.

• Ability to read and prepare estimates, understand work orders, and manage parts workflows.

• Organized, detail-oriented, and able to multitask effectively.

• Knowledge of equipment, mechanical terminology, or service environments preferred.

• Experience in warranty processing is a plus.

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