Maintenance Service Writer

Hotard; Sulphur (LA); On-site; USD 42,000 - 62,000; Full time

Job summary

Hotard is seeking a Maintenance Service Writer in Sulphur, LA to act as the communication link between drivers, maintenance, and management. You will document repair requests, ensure FMCSA compliance, and help turn around motorcoaches quickly to minimize downtime.

You will greet drivers, review DVIRs daily, prepare accurate work orders, and coordinate with vendors while maintaining logs and warranty documentation. Strong communication and organization are essential.

Qualifications

• High school diploma or equivalent.
• 2–3 years in transportation maintenance or related admin role.
• CDL Class B preferred, not required.
• FMCSA-regulated passenger carriers experience is a plus.

Responsibilities

• Greet drivers and review DVIRs; create accurate work orders.
• Prioritize repairs based on safety and dispatch needs.
• Communicate repair status and estimates to operations.
• Maintain service logs, work orders, parts usage and warranty docs.
• Ensure inspections and PMs comply with FMCSA and company standards.
• Coordinate with outside vendors for specialized repairs.
• Verify completed work orders for accuracy before closing.
• Manage part requisitions and assist with inventory control.
• Support Maintenance Director in scheduling and audits.

Skills

Motorcoach systems knowledge

Written & verbal communication

Maintenance management software

DVIR interpretation

Attention to detail

Customer service mindset

multitasking

Safety compliance

Education

High school diploma or equivalent

2–3 years transportation maintenance/ fleet service writing experience

CDL Class B preferred

FMCSA-regulated passenger carriers experience a plus

Tools

Samsara

RTA

Tecalemit

Job description

Maintenance Service Writer | Sulphur, LA

SUMMARY: The Fleet Maintenance Service Writer serves as the communication link between drivers, the maintenance team, and management. This role is responsible for accurately documenting repair requests, maintaining compliance with FMCSA regulations, and ensuring timely turnaround of motorcoaches to minimize downtime.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet drivers and review vehicle condition reports (DVIRs) daily; create accurate work orders for all reported issues.
• Prioritize repairs based on safety, operational needs, and dispatch schedules.
• Communicate repair status, estimated completion times, and service updates to operations and dispatch teams.
• Maintain service logs, work orders, parts usage, and warranty documentation.
• Ensure all inspections, repairs, and PMs (Preventive Maintenance) are performed in compliance with FMCSA and company standards.
• Coordinate with outside vendors for specialized repairs and track progress through completion.
• Verify completed work orders for accuracy and completeness before closing.
• Manage part requisitions and assist with inventory control as needed.
• Support the Maintenance Director in monitoring fleet maintenance schedules and ensuring record accuracy for audits.
• Track repeat defects and report recurring issues to management.
• Maintain a clean, organized, and safe maintenance office environment.
• Assist in developing and updating maintenance department policies and procedures.
• Daily audit of work orders to ensure that all DVIRs have been closed out and completed.

REPORTS TO / SUPERVISION RECEIVED FROM:

Direct Supervisor: Director – Maintenance

Indirect Supervisor: General Manager – Port Arthur Operations

SCHEDULE:

Non-Exempt Work Schedule: In light of the nature of the transportation industry, the Company does not maintain regular business hours. Your schedule, the number, and types of routes assigned will vary and be determined by the Company’s specific business needs. The Company does not guarantee any set number of hours, days, or route assignments. Schedules are subject to change and may require early mornings, evenings, weekends, holidays, or multiple-day shifts. Flexibility with the work schedule and the ability to work any shift assigned is required.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, competency, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience

• High school diploma or equivalent required; technical certification or associate degree preferred.
• Minimum 2–3 years of experience in transportation maintenance, fleet service writing, or related administrative role.
• CDL Class B (preferred, not required).
• Experience with FMCSA-regulated passenger carriers a plus.

Language Skills

Ability to read and interpret documents in English. Ability to write in English routine reports and correspondence. Ability to speak effectively before groups.

Reasoning Skills

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Core Competencies

• Accountability
• Communication
• Problem Solving
• Teamwork
• Safety & Compliance Focus

Computer Skills

To perform this job successfully, an individual should have a working knowledge of the following software applications, and proficiency as indicated below.

Software:

• Microsoft Windows 7 or newer, or Apple OS 10.XX or newer
• Microsoft Office 2007 or newer (Word, Excel, PowerPoint, etc.)

Proficiency:

• Basic Spreadsheet formatting (i.e. add rows/columns, borders, fill color)
• Basic Spreadsheet formulas (i.e. SUM, IF, conditional formatting, etc.)

QUALIFICATIONS and SKILLS:

• Strong knowledge of commercial motorcoach systems (electrical, HVAC, brakes, etc.) preferred.
• Excellent written and verbal communication skills.
• Proficiency in maintenance management software (Samsara, RTA, Tecalemit, etc.) or ability to learn quickly.
• Ability to read and interpret DVIRs, inspection sheets, and work orders.
• High attention to detail and organizational skills.
• Customer service mindset with a professional demeanor.
• Ability to multitask in a fast-paced environment and meet deadlines.
• Understanding of FMCSA 49 CFR Part 396 (Inspection, Repair, and Maintenance) requirements.
• Friendly people person’ type personality
• Customer service oriented
• Safety oriented
• Reliable, responsible, and loyal
• Positive attitude toward the general public
• Accommodating and sensitive to people’s needs
• Well-groomed and clean cut