Service Writer/Parts Coordinator

Reports To: Service Manager
Status: Full-Time | Non-Exempt
  

Join a Company with Deep Roots and a Bright Future – and grow with a team that values integrity, service, and success.

Position Overview

At Crown Power & Equipment, our Service Writers/Parts Coordinators serve as the primary communication link between customers, service technicians, the parts department, and equipment manufacturers to ensure timely, accurate, and efficient repair and warranty processing operations. This position plays a critical role in managing warranty claims, coordinating parts and service activities, minimizing equipment downtime, and delivering exceptional customer service for agricultural and turf equipment customers. 

This role is heavily focused on warranty administration, documentation accuracy, manufacturer compliance, and coordination of warranty repairs for brands including, Case iH, Bush Hog, MacDon, Drago, Cub Cadet, Grasshopper, and Hustler.

If you're detail-oriented, enjoy working with customers, and are looking for a place to grow your career, we encourage you to apply today!

Why Crown Power & Equipment?

Grow with a Company That Values Its People

At Crown Power & Equipment, we’re more than a dealership — we’re a trusted partner in the field. For over 33 years, we’ve delivered a full lineup of dependable outdoor power equipment and heavy machinery from leading brands like Case IH, Kubota, Vermeer, Grasshopper, Hustler, and Cub Cadet. Our steady growth and loyal customer base are no accident — they’re the result of a team that puts service first and relationships at the heart of everything we do. Many of our employees — and customers — have been with us since day one, and we’re just getting started.

What You’ll Get: Benefits & Perks

In addition to competitive wages, Crown Power & Equipment offers:

• Medical, Dental, Vision – 85% of employee-only premiums paid by Crown Power.
• Basic Life Insurance – $25,000 provided at no cost, with voluntary buy-up      options.
• Voluntary Benefits – Critical Illness, Accident, and Short-Term Disability.
• PTO – Paid time off accrues bi-weekly and is available immediately.
• Paid Holidays.
• 401(k) Plan – Eligible after 90 days with a company match up to 4%.
• Employee Discounts on products and services.

What You’ll Do: Key Duties & Responsibilities

Warranty Administration & Manufacturer Coordination

• Serve as the dealership’s primary coordinator for warranty-related repairs, claims, and manufacturer communication 
• Process, submit, track, and reconcile warranty claims accurately and within manufacturer guidelines and deadlines 
• Coordinate directly with manufacturers including Case IH, Bush Hog, MacDon, Drago, Cub Cadet, Grasshopper, and Hustler regarding claim approvals, parts requirements, labor authorizations, and warranty policies 
• Ensure all warranty documentation, technician notes, labor entries, and supporting materials are accurate and complete 
• Monitor warranty claim status, reimbursement timelines, denied claims, and required follow-up actions 
• Coordinate warranty parts returns, core returns, and manufacturer-required inspections 
• Maintain organized warranty files and records in compliance with dealership and manufacturer standards 
• Assist technicians and management with warranty policy interpretation and claim eligibility 
• Identify and help resolve warranty claim discrepancies or compliance issues 

Customer Service & Communication

• Serve as the primary point of contact between customers and the service department 
• Greet customers, listen to concerns, and accurately document equipment issues and service requests 
• Communicate repair timelines, warranty coverage, cost estimates, service recommendations, and repair updates clearly and professionally 
• Maintain regular communication with customers regarding repair progress, parts availability, warranty approvals, and equipment completion timelines 
• Review completed work orders with customers and ensure all concerns have been resolved 
• Promote preventative maintenance and additional service recommendations based on equipment condition and service history 
• Uphold exceptional customer service standards and professionalism in all interactions 

Service Writing & Work Order Management

• Open, manage, update, and close work orders accurately and efficiently 
• Create and maintain detailed records for labor, warranty coding, parts usage, and technician documentation 
• Review technician labor entries and repair documentation for accuracy and      warranty compliance 
• Verify work order completeness prior to billing and warranty claim submission 
• Assist with invoicing, billing reconciliation, and service documentation processes 
• Maintain accurate service histories, maintenance records, and warranty tracking information 

Service & Parts Coordination

• Act as the liaison between service technicians and the parts department to ensure efficient repair workflow 
• Verify parts availability for scheduled repairs and warranty work 
• Coordinate and prioritize urgent parts orders for customer equipment downtime situations 
• Track back-ordered parts and communicate ETA updates to technicians, management, and customers 
• Ensure technicians receive correct warranty and repair parts prior to scheduled service work 
• Collaborate with service, parts, and sales departments to improve efficiency and minimize downtime 

Scheduling & Shop Operations

• Coordinate technician scheduling based on workload, repair priority, and warranty timelines 
• Monitor open repair orders and identify delays caused by parts shortages or warranty approval issues 
• Support service logistics including equipment transportation, washing, staging, and delivery preparation 
• Inspect and document equipment condition and shortages upon arrival and delivery 
• Maintain a clean, safe, and organized service counter and work environment 
• Participate in safety meetings and comply with all company safety policies 
• Assist with additional duties as needed to support efficient department operations

What We’re Looking For: Qualifications & Skills

• High school diploma or GED required; technical or vocational training preferred      
• Previous experience in warranty administration, service writing, dealership operations, or customer service preferred 
• Strong understanding of warranty claim processing and manufacturer compliance requirements 
• Knowledge of agricultural, construction, turf, or heavy equipment strongly preferred      
• Familiarity with manufacturers including Case IH, Bush Hog, MacDon, Drago, Cub Cadet, Grasshopper, and Hustler preferred 
• Basic understanding of equipment repair processes, service procedures, and parts terminology 
• Excellent organizational, communication, and multitasking abilities 
• Strong attention to detail and documentation accuracy 
• Experience with dealership management software such as HBS, CDK, or similar systems preferred 
• Proficiency in Microsoft Office including Word, Excel, and Outlook 
• Experience with invoicing, billing reconciliation, and service-related accounting tasks is a plus 
• Strong problem-solving and conflict-resolution skills 
• Ability to work independently and collaboratively across multiple departments 
• Professional demeanor with the ability to maintain confidentiality 
• Willingness to learn and adapt to changing technologies, systems, and manufacturer requirements 

Physical Requirements

• Ability to sit or stand for extended periods throughout the workday
• Frequent use of hands and fingers to operate computers, phones, and office equipment
• Regularly lift/move up to 10 lbs.; frequently up to 25 lbs.; occasionally up to 50 lbs.
• Occasional bending, reaching, lifting, twisting, and climbing stairs
• Visual acuity to read documents, computer screens and inspect equipment details
• Comfortable working in both office and shop environments, which may include exposure to noise, dust, and varying temperatures

Preferred Qualifications

• Knowledge of agriculture, construction, heavy equipment, or lawn & garden equipment is strongly preferred
• Valid Class E driver’s license or better
• Experience with forklifts and power washers

Additional Requirements

Candidates must successfully pass:

· Background investigation

· Drug screening

· Driving record evaluation

Equal Opportunity Employer

Crown Power & Equipment provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, or any other protected characteristic.