Careers At Virginia Transporation Corp
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Maintenance Customer Service Representative

Department: Maintenance
Location: West Warwick, RI


Responsible for performing a variety of general administrative and data entry duties and developing improvements within the Maintenance department.


"Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

Administrative Duties

  • Answer multi line phones and route to appropriate person.
  • Perform administrative job functions such as data entry, filing, faxing, TMT data entry, assisting auto haulers and clients, mailings, Fed-X labels, typing documents, data entry in multiple systems as needed or required and assisting other members of the Maintenance team as needed.

Preventative/Scheduled Duties perform the day to day duties of routine preventative and scheduled maintenance or repairs.

  • Timely follow up with vendors, dispatch, Maintenance department and auto haulers.
  • Work directly with auto haulers and dispatch to maintain routine maintenance schedules.
  • Coordinate with repair facilities to ensure needed service(s) can be completed in a timely manner and actively minimize down time of auto haulers.
  • Review maintenance invoices to ensure accuracy, confirm all requested services were completed and approve for payment.
    • If any repairs are not completed, make notes for follow up.
    • Ensure follow up repairs are completed in a timely fashion.
  • Complete entry of vehicle repairs and work orders pertaining to preventative/scheduled maintenance into TMT.
  • Communicate with other members of the Maintenance department to best utilize down time.



Daily Reports:

  • Acquire needed information and send to the appropriate person breakdown, routine maintenance, incident or accident reports Complete and send by 9 am (10 am on Mondays)
  • Preventative/scheduled maintenance due for the following day to be sent to Maintenance team and dispatch by 4:00 pm.
  • Report any inquiries and/or complaints from auto haulers in regards to repair facilities to the Assistant Director of Maintenance as needed.

Weekly Reports (due by 3:00 pm on Friday week will run Saturday to Friday):

  • List of outstanding repairs needed due to incident or accident.
  • Preventative/scheduled maintenance due for the following week, including any outstanding follow up repairs needed to be sent to Maintenance team and Dispatch by 4:00 pm on Friday.
  • Completed services from previous week to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
  • Approved down time for previous week due to delay in service being completed to be completed and sent to Assistant Director of Maintenance by 4:00 pm on Monday.
  • Warranty Recovery Assistant Director of Maintenance to be copied on all submissions.
    • Supplemental claims new repair performed outside warranty facility
    • Repetitive repairs or parts same repair performed or same part used in same location.
    • Claims submitted due to poor service.

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