Service Writer in Ayr

Job Description

We are seeking an organized, detail-oriented Parts & Administrative Assistant to join our busy heavy truck repair facility.

In this dual-function role, you will act as the operational backbone of our shop.

You will be responsible for sourcing heavy-duty truck parts, managing inventory, and handling daily administrative tasks.

The ideal candidate bridges the gap between our service technicians and vendors, ensuring our mechanics have the parts they need to minimize fleet downtime.

• Competitive Pay
• Group Health, Dental and Vision Coverage
• Paid Vacation and Statutory Holidays
• Group Retirement Savings Plan
• Virtual Health Services
• Employee Assistance Program
• Company culture grounded in customer service and values its people
• Core Responsibilities
• Parts & Inventory Management
• Source & Identify

Parts: Utilize OEM parts catalogs and digital portals (e. g., Freightliner, Cummins, Peterbilt) to accurately identify and source heavy-duty truck components using VINs and Engine Serial Numbers (ESNs).

• Technician Support: Review repair orders, look up required parts, and stage components for heavy truck mechanics to maximize shop efficiency.
• Inventory Control: Receive, unpack, and log incoming shipments; verify packing slips against purchase orders and organize inventory on shelving.
• Core & Warranty Tracking: Document, tag, and process high-value core returns and warranty parts to ensure maximum credits from vendors.
• Administrative & Customer Support
• Data Entry & Billing: Input purchase orders (POs) and vendor invoices into the shop management system, ensuring accurate parts costing on repair orders.
• Vendor & Fleet Communication: Answer incoming phone calls and emails, answer basic customer inquiries, and coordinate delivery timelines with parts suppliers.
• General Clerical Duties: Maintain accurate digital and physical filing systems, reconcile monthly vendor statements, and assist management with daily administrative tasks.

Qualifications & Requirements

• Experience: 1–3 years of experience in a parts counter, automotive, or heavy equipment environment is preferred. Experience in a clerical or administrative role is highly valued.
• Technical Skills: Proficiency with computers, inventory software, and Microsoft Office (Excel, Outlook). Ability to learn heavy-duty parts lookup systems quickly.
• Industry Knowledge: Basic familiarity with commercial truck brands, air brake systems, diesel engine components, or hydraulic parts is a major asset.
• Attributes: Strong organizational skills, sharp attention to detail, and the ability to multitask in a fast-paced industrial environment.
• Physical Demands: Ability to stand for extended periods and safely lift parts shipments up to 50 lbs.

The work environment characteristics described here are representative of those an associate encounters while performing the primary duties of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the primary duties.

While performing the primary duties of the job, the associate will be regularly exposed to dirt, dust, fumes, and noise and temperature variances

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