Service Writer / Advisor

Federal Signal Corporation; Calgary; On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Competitive compensation package

Quarterly Bonus Opportunity

Annual performance review with raise

Group benefits - health, dental, life,

Vacation & paid personal days

Employer matching retirement savings

Job summary

Joe Johnson Equipment (JJE) in Calgary, Alberta seeks a hands-on Service Writer to be the primary liaison between customers and the service department, documenting concerns, creating work orders, and coordinating repairs. You will work with technicians, parts, rentals, and sales to ensure timely, accurate quotes and approvals, while monitoring warranty claims and keeping customers informed about status.

This permanent role offers a Monday–Friday schedule, a supportive team, and a comprehensive

Qualifications

• 3+ years’ experience in a Service Writer role or related administrative/ customer service position.
• Experience with quote and work order preparation and management.
• Mechanical aptitude or previous exposure to a heavy equipment work environment is an asset.
• Ability to interpret technical information.
• Strong customer service and relationship-building skills.
• Organizational and multi-tasking ability in a fast-paced environment.
• Attention to detail and accuracy in documentation.
• Positive and collaborative attitude.
• Strong verbal and written communication skills.
• Computer proficiency dealership/service management systems, and office processes.

Responsibilities

• Serve as the main point of contact for customers and greet them in person, by phone, and by email in a professional and timely manner.
• Clearly document customer concerns, symptoms and service requests.
• Collaborate with the technicians to create quotes and timelines and obtain customer approvals for work in alignment with internal procedures.
• Open, update, edit and close work orders accurately to ensure correct billable items.
• Process work orders timely and accurately to ensure accuracy and customer satisfaction.
• Verify warranty eligibility and proper documentation using various software resources; maximize warranty claim accuracy.
• Assist scheduling service appointments and manage shop capacity.
• Facilitate daily shop walkthroughs to capture information on repair status and parts delays.
• Submit case requests and collaborate with factory representatives to expedite repairs and minimize downtime.
• Coordinate sublet work for equipment in the shop.
• Issue purchase orders for shop items, office items, or facility items as required.
• Monitor accounts-payable requests for purchase order approvals or corrections.
• Participate in regular work order review meetings.
• Prepare and submit bi-weekly Payroll reports.
• Communicate with the accounting department to ensure repairs are authorized based on the customer account status.
• Maintain MTO files and ensure all documentation is in compliance.
• Monitor maintenance requirements for rental equipment.
• Resolve and/or escalate customer concerns and maintain positive customer relations.

Skills

Customer service

Work order management

Quotation preparation

Mechanical aptitude

Attention to detail

Communication skills

Multi-tasking

Education

High school diploma

Post-secondary education preferred

Tools

Service management systems

Job description

About The Role

We are seeking a hands‑on, organized, and engaged Service Writer. This individual is the primary liaison between customers and the service department. They are responsible for accurately identifying customers’ needs, creating detailed work orders, coordinating repairs and ensuring a high level of customer satisfaction throughout the service process. Interactions with company stakeholders will include technicians, parts department, rentals department, sales department, and external customers. Through customer service, technical understanding, and workflow coordination, they will keep equipment repairs moving efficiently and profitably.

Service Writer

Calgary, Alberta

What You’ll Do

• Serve as the main point of contact for customers and greet them in person, by phone, and by email in a professional and timely manner
• Clearly document customer concerns, symptoms and service requests
• Collaborate with the technicians to create quotes and timelines and obtain customer (external, sales and rentals) approvals for work in alignment with internal authorization procedures
• Open, update, edit and close work orders accurately to ensure correct billable items
• Process work orders both timely and accurately to ensure accuracy and customer satisfaction
• Verify warranty eligibility and proper documentation using various software resources, in alignment with internal processes to maximize warranty claim accuracy
• Assist scheduling service appointments and manage shop capacity
• Facilitate daily shop walkthroughs to capture information on the repair status, parts statuses or other delays that need to be communicated to the customer
• Submit case requests and collaborate with factory representatives to expedite repairs and ensure customer downtime is minimized
• Coordinate sublet work for equipment in the shop
• Issue purchase orders for shop items, office items, or facility items as required
• Monitor accounts‑payable requests for purchase order approvals or corrections
• Participate in regular work order review meetings
• Prepare and submit bi‑weekly Payroll reports
• Communicate with the accounting department to ensure repairs are authorized based on the customer account status
• Maintain MTO files and ensure all documentation is in compliance
• Monitor maintenance requirements for rental equipment
• Resolve and/or escalation customer concerns and maintain positive customer relations and reduce comeback rates
• Completed additional tasks as assigned

Total Rewards

• Competitive salary range – based on experience
• Quarterly Bonus Opportunity
• Annual Performance Review with Increase Opportunity
• Group Benefits that are 100% paid for by the Company – inclusive of Health, Dental, Life, Disability and Travel coverage
• Vacation & Paid Personal days
• Employer Matching Retirement Savings Plan

Position Details

Location - Calgary, Alberta

Status - Permanent

Schedule - Monday-Friday - occasional extended hours may be required based on operational needs.

Vacancy Type - Existing vacancy

What You Bring

• 3+ years’ experience in a Service Writer role or related administrative/ customer service position
• Experience with quote and work order preparation and management
• Mechanical aptitude or previous exposure to a heavy equipment work environment is an asset
• Ability to interpret technical information
• Strong customer service and relationship‑building skills
• Organizational and multi‑tasking ability in a fast‑paced environment
• Attention to detail and accuracy in documentation
• Positive and collaborative attitude
• Strong verbal and written communication skills
• Computer proficiency dealership/service management systems, and office processes

Additional Requirements

• High school diploma required; post‑secondary education in business, automotive/heavy equipment, or related preferred
• Valid driver’s license with a clean driver’s record

Work Environment

• Combination of office and shop environment
• Exposure to noise, dust, and shop activity

Who We Are

Joe Johnson Equipment (JJE) is a leading distributor of public works equipment across Canada and the U.S. We support municipalities and contractors with equipment such as vacuum trucks, refuse and recycling vehicles, street sweepers, and sewer inspection systems. We are a proud subsidiary of Federal Signal Corporation.

Our Core Values

Leadership, Customer Excellence, Integrity, Inspiration, Teamwork, Innovation, and Ambition