Service Writer / Operations Coordinator

Working/Functional Title

Service Writer

Position Summary

Salary: $51,700 - $63,200 annually, depending on experience. 

MSU Benefits: Free comprehensive health care for you and your family as well as a 10% contribution toward your retirement; Generous sick, vacation, personal and holiday time; This position is not eligible for remote work. Regular, in-person attendance is required to meet business and customer needs.

MSU Landscape Services has been maintaining campus as a living, learning laboratory since 1905. We are responsible for all aspects of landscape construction and maintenance including snow removal, signage, hardscape maintenance, golf course maintenance, tree care, and general repair on the campus of Michigan State University.

This position will serve as the Landscape Services Fleet Service Writer and will coordinate operation activities in order to meet the goals of Landscape Services. This position is responsible for the following: creating and maintaining the fleet PM schedule, record keeping and accounting, shop customer service, purchasing/ordering parts and materials, shop inventory, creating vehicle maintenance work orders for the department fleet, entering and tracking data from the Samsara GPS system, generating reports as needed, and other service writer operational activities related to the LS vehicle/fleet/equipment. This position may be required to participate in campus snow emergencies by reporting to work to assist with creating work orders and parts procurement during snow pushes.

This position will engage in high performing, leading edge practices, valuing people, partners and stewardship. At IPF, we are committed to fostering an equitable, inclusive culture; engaging and hiring a diverse workforce.

Job responsibilities are as follows:

Preventative Maintenance Coordination (40%): Obtain equipment hours via GPS data and in person readings; Create all Work Orders for equipment repairs, maintenance, service calls, damage, and purchase - Close completed Work Orders & charge out parts to closed Work Orders; Add all new equipment to Planon and maintain electronic and paper records; Act as the Samsara GPS administrator.

Customer Service (20%): Act as the initial point of contact with customers coming to the Service Garage; Gather information from customer to ensure that needed repairs are communicated accurately to mechanics or Fleet Manager; Use the Equipment Repair Kiosk information to produce work orders for mechanics. Ensure that all pertinent information is on work order and that expectations/priorities are met; Communicate with customers over the phone to facilitate repairs; Work with customers to coordinate necessary service for break down repairs and no starts; Ensure that all documentation related to repairs are received and entered into equipment file for future reference. Complete repairs in Kiosk to inform the customer of completion. Assist mechanics and coworkers with technical computer issues, phone issues, accessing emails, online trainings, AppTree issues, accessing online parts manuals, etc. Issue spare keys for vehicles & equipment; Keep electronic tools (Launch, Ford IDS) updated and ready for use.

Parts and Supplies & Vendor Support (20%): Order parts/materials; Work with mechanics to determine what parts need to be obtained and what vendor should be used; Update Kiosk information on parts ordered status and inform the mechanics on when the parts will arrive; Ensure that all receipts and paperwork get assigned to correct equipment and are filed correctly when parts are delivered/picked up; Ensure that correct work order in Planon is billed with correct markup for returns; Update Inventory to accurately reflect what parts are in stock; Order nearly all parts and tools online, over the phone, or in person; Pay vendors through use of Blanket Purchase Orders, Purchase Orders, or PCard use; Reconcile average of 70+ credit card transactions monthly; Create Purchase Requisitions for purchase of new equipment including trucks, tractors, loaders, utility carts, mowers, and attachments; Search parts manuals for part numbers for ordering of all stock items as well as all non-stock items for equipment maintenance.

Purchasing Card and Fiscal Oversight (20%): Approve all PCard transactions through EBS/KFS & Approve all EBS transactions for the LS Fleet Account; Create departmental reports on equipment maintenance, maintenance costs, equipment rental use, rental rates, rental income, etc.

Minimum Requirements

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associates degree, in a field related to automotive maintenance, repair, or mechanical services; one to three years of related and progressively more responsible or expansive work experience in performing tasks related to vehicle and/or equipment maintenance; or an equivalent combination of education and experience. 

Possession of a valid State vehicle operator's license at the time of hire. Must be able to meet MSU safe driving standards.

Desired Qualifications

Three to five years of experience in a vehicle service repair facility specializing in office management and customer service responsibilities. Experience with work order management systems or database software programs to manage record-keeping, scheduling, and service data specific to vehicle and/or equipment fleets.

A creative and innovative lifelong learner with the ability to communicate effectively with a diverse population; able to problem solve within a collaborative team environment; ability to understand different perspectives while utilizing expert knowledge of the technical operations of the job.

Experience using office suite systems (such as Microsoft Office or similar) including word processing, spreadsheet, and email/calendar applications. Experience in database maintenance and upkeep.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and Cover Letter are required

Work Hours

Monday through Friday from 6am-2:30pm with potential after-hours, weekend, & holiday work. Shifts may vary depending on seasonality of work requirements, events, or emergency situations.

Website

ipf.msu.edu

Summary of Physical Demands

Duties associated with this position involve frequent carrying, pushing, pulling, climbing, and lifting of 26 to 75 pounds with occasional lifting over 75 pounds.

Summary of Health Risks

Duties associated with this position involve working in noisy (above 85 decibels) areas and working in variable or severe weather conditions.

The Bidding Eligibility ends on 04/08/2025 at 11:55 pm