Office and Fleet Manager

Caritas Family Solutions•Collinsville, IL

11d

About The Position

The Office and Fleet Manager is responsible for the efficient operation of assigned office locations and agency fleet resources. The role oversees office administration, facilities coordination, fleet management, and administrative support staff, working with programs and departments to maintain productive, organized, and welcoming work environments. The manager serves as a resource for staff, vendors, and leadership to help ensure smooth business operations across assigned locations. This is an exempt, full-time position in the Office Administration department. It reports to the Assistant Program Director and has a starting compensation of $48,000 annually. Regular travel between assigned office locations is required. The role requires a high school diploma or GED and at least three years of progressively responsible administrative, office management, or operations experience. A bachelor's degree in a related field and experience in staff supervision, multiple-office management, vendor management, facilities coordination, or fleet administration are preferred.

Requirements

High school diploma or GED.
At least three years of progressively responsible administrative, office management, or operations experience.
Knowledge of office administration and records management, facilities coordination and fleet management, and customer service.
Ability to supervise, coach, and develop staff; assign and monitor work; establish priorities; manage multiple projects; and foster a collaborative, service-oriented team environment.
Strong written and verbal communication, organization, recordkeeping, reporting, attention to detail, prioritization, and customer service skills.
Ability to build positive working relationships with employees, vendors, leadership, and community partners; demonstrate professionalism, interpersonal skills, conflict resolution, and collaboration; and communicate with diverse groups.
Ability to identify operational issues, evaluate solutions, make sound decisions, adapt to changing priorities, exercise independent judgment, and maintain confidentiality and professionalism.
Knowledge of office operations, scheduling, vendor management, facilities coordination, records management, fleet oversight, inventory control, budget awareness, and project coordination.
Ability to troubleshoot office equipment and work with records management systems, scheduling platforms, fleet monitoring systems, and vendor management processes.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and database management software; expert computer skills in Microsoft Outlook.
Demonstrates a trauma-informed approach grounded in safety, trustworthiness, respect, collaboration, and empathy when interacting with clients, employees, visitors, and community partners.
Access to reliable transportation and a reliable automobile.
Proof of continued insurance.
Valid driver's license and an acceptable driving record in accordance with agency policy.

Nice To Haves

Bachelor's degree in Business Administration, Management, Public Administration, or a related field.
Experience supervising staff, managing multiple office locations, managing vendors, coordinating facilities, or administering a fleet.

Responsibilities

Oversee daily operations at assigned offices, ensuring administrative services, facilities, equipment, and resources support agency programs and staff.
Lead office administration, including front desk operations, records management, office supply procurement, workspace coordination, event logistics, and vendor relationships.
Coordinate facility maintenance, monitor office safety and compliance requirements, and liaise with internal departments and external service providers.
Oversee fleet operations at assigned locations, including vehicle utilization, maintenance scheduling, GPS monitoring, fuel card reconciliation, and fleet readiness.
Supervise and support administrative staff through direction, coaching, performance oversight, and professional development while fostering a positive, collaborative environment.
Partner with leadership, program staff, and other departments to identify operational needs, implement solutions, and maintain efficient business processes.
Coordinate new employee onboarding logistics, including workspace preparation, office assignments, and resource allocation.
Support agency meetings, events, special projects, and employee engagement initiatives while providing professional customer service.
Travel regularly between assigned office locations to provide operational oversight, staff support, and facility management.
Perform other duties as assigned to support agency operations and organizational goals.