Automotive Service Writer - 528589

Posted: 14-Feb-26

Location: Tuscaloosa, Alabama

Type: Full-time

Categories: Facilities//Maintenance/Trades Staff/Administrative

Internal Number: 528589

Pay Grade/Pay Range: Minimum: $23.37 - Midpoint: $29.23 (Hourly N7)

Department/Organization: 507302 - Automotive Services

Normal Work Schedule: Monday - Friday 7:00am to 4:00pm

Job Summary:

The Automotive Service Writer schedules, coordinates, and documents maintenance, repair, and service activities for an array of fleet vehicles, utility carts, and equipment. Serves as the primary liaison between University staff, fleet customers, and the Automotive Service staff. Ensures proper parts availability for scheduled repairs. Coordinates and schedules warranty or recall work. Audits work orders for completeness, proper coding, and accuracy of documentation. Purchases parts, supplies, and vendor services. Maintains control of the master key box and ensures fleet vehicle keys are accurately tracked, issued, returned, and securely maintained. Maintains historical records of vehicle disposal forms, service documentation, and fleet maintenance. Assists with the inspection and onboarding of new vehicles and the decommissioning of retired units. Supervises administrative and automotive assistants in Automotive Services.

Additional Department Summary:

Interacts with customers by listening to their vehicle concerns, answering questions, logging vehicle issues, and relaying accurate information to the Automotive Technician III. Under general supervision by the Associate Director, oversees the first steps of the work order entry, assists the Automotive Technician III with work orders, and follows through on the repair process. Accurately enters M5 data (labor time), prepares work orders, and maintains records for repairs/maintenance/service of vehicles and equipment. May assist technicians during slow periods, such as adding fluids, checking tire pressure, assisting the parts areas, ensuring keys are properly accounted for, etc.

Required Minimum Qualifications:

High School diploma or GED and four (4) years of experience.

Additional Required Department Minimum Qualifications:

Must have a valid U.S. driver's license. Must be at least 19 years of age at the time of hire and have an acceptable Motor Vehicle Report that is in compliance with University policies. Applicants under the age of 21 will have some driving restrictions.

Skills and Knowledge:

Basic knowledge of automotive systems. Familiarity with preventive maintenance schedules. Understanding of common repair procedures and terminology. Ability to explain customers' explanations of service needs, both written and verbally, to others. Ability to read and interpret technician notes and inspection reports. Knowledge of parts and labor estimating. Awareness of warranty processes and manufacturer guidelines. Familiarity with fleet or commercial vehicle maintenance. Familiarity with fleet management or shop management software. Working knowledge of preventive maintenance programs for light-, medium-, or heavy-duty vehicles. Understanding of parts sourcing and vendor negotiation. Proficiency in Microsoft Excel or other reporting tools for tracking costs and maintenance data.

Preferred Qualifications:

Experience working in a fleet, municipal, university, or commercial vehicle maintenance environment. Prior experience as a Service Writer, Service Advisor, or Maintenance Coordinator. Experience coordinating services for specialty equipment, such as utility carts, trailers, small engines, or off-road equipment. Experience with preparing cost estimates, repair approvals, and service summaries. Experience with state inspection, DOT, or regulatory compliance documentation. Experience supporting or working directly with ASE-certified technicians. Experience in a high-volume, fast-paced shop environment. Training in customer service, conflict resolution, or business communication.