Coastal Equipment Corp. is hiring: Service Writer in Virginia Beach

Coastal Equipment, the John Deere Construction Equipment dealer serving the Hampton Roads region, is seeking a Service Writer to join our service team. This is a full-time position with competitive pay based on experience, benefits including 401(k), paid holidays, and paid vacation.

Who This Role Is For

The Service Writer is a key role within the service department and is responsible for owning service work orders from initial customer contact through final invoicing. This role is best suited for someone who is organized, professional, and detail-oriented, and who takes personal responsibility for seeing tasks through to completion. This position requires a high level of organization, accuracy, and follow-through, and plays a direct role in keeping work moving efficiently through the shop. The successful candidate understands that consistent follow-up and accurate documentation are essential parts of the job.

Key Responsibilities

Service Operations

• Open, manage, and close service work orders with a high level of accuracy and completeness
• Actively monitor open jobs and take initiative to move work forward
• Schedule shop and road service jobs and coordinate priorities with technicians and management
• Prepare clear, accurate repair estimates and supporting documentation

Customer Communication

• Serve as a reliable point of contact for customers throughout the service process
• Provide timely, proactive updates on job status and changes
• Verify customer credit and payment terms prior to work being performed
• Ensure customers are notified promptly when work is complete and billing is ready

Administrative & Reporting

• Invoice completed work orders accurately and without unnecessary delays
• File, track, and follow up on warranty and product improvement claims
• Maintain accurate service records, job status tracking, and shop asset files
• Coordinate with vendors and generate purchase orders for service department supplies and assist with tracking shop tools
• Prepare regular job status and service activity reports for management

Skills & Qualifications

• Demonstrated ability to manage multiple open tasks and follow them through to completion
• Strong attention to detail in documentation, billing, and service records
• Consistent, reliable follow-up with customers, technicians, and internal teams
• Professional communication skills and ability to holding oneself accountable to deadlines
• Ability to work effectively in a fast-paced service and shop environment
• Proficiency with computers and service management systems

Preferred Qualifications

• Previous experience in a service department (automotive, heavy equipment, or similar)
• Experience handling work orders, estimates, invoicing, and warranty documentation

Requirements

• 21 years of age or older
• High School Diploma or GED
• Valid driver’s license with a clean driving record
• Ability to pass drug screening and background check

What Success Looks Like in This Role

• Open work orders are actively managed, not left to sit idle
• Customers receive timely updates without having to ask
• Technicians have clear, complete work orders and minimal rework
• Jobs are billed accurately and promptly once work is complete
• Service records and warranty documentation are consistently complete and correct

Experience from Automotive Service Departments Welcome

Candidates with experience as an Automotive Service Advisor are encouraged to apply. Skills such as managing work orders, coordinating with technicians, communicating with customers, and maintaining accurate records translate well to the heavy equipment service environment.

Candidates who are comfortable taking ownership of their workload, following up consistently, and learning new systems will transition successfully.

**Compensation Based on Experience. Any estimated Salaries that may be posted on ZipRecruiter are not accurate. See Coastal Equipment for details.*