Office and Program Coordinator

Caritas Family Solutions•Highland, IL

11d

About The Position

The Office and Program Coordinator supports the daily operations of Caritas Family Solutions’ Foster Care department and is often the first point of contact for visitors. The role provides administrative support to the Office and Fleet Manager and departmental staff, helps manage office facilities and functions, and coordinates aspects of the vehicle fleet assigned to the location. Work is performed under the supervision of the Office and Fleet Manager. The position requires professional customer service, sound judgment, and a commitment to applying trauma-informed principles in daily practice.

Requirements

High school diploma or GED.
At least two years of related experience.
Knowledge of administrative and office procedures and systems, such as word processing.
Knowledge of customer and personal service principles and processes, including assessing customer needs, meeting service standards, and ensuring customer satisfaction.
Strong organizational skills, attention to detail, written and verbal communication skills, and customer service orientation.
Ability to multitask, maintain confidentiality, and work independently.
Ability to build and maintain positive working relationships with staff, visitors, volunteers, vendors, donors, board members, and community partners; demonstrate professionalism, courtesy, and strong interpersonal communication.
Ability to prioritize responsibilities, identify and resolve routine office and fleet issues, exercise sound judgment, and adapt to changing priorities.
Proficiency with Microsoft Excel, Outlook, Word, Microsoft Teams, and office technology systems.
Ability to coordinate office resources, maintain supplies, support facility operations, schedule vehicle use, and assist with fleet and building management.
Ability to operate office equipment, maintain electronic and physical records, manage phone systems, accurately complete data entry, and use fleet monitoring and office management systems.
Willingness to adopt trauma-informed interventions, principles, and practices and develop the capacity to apply trauma-informed care; understand the effects of trauma and use trauma-informed principles to create safe, welcoming, and supportive environments while resisting retraumatization.
Access to reliable transportation and a reliable automobile.
Proof of continued auto insurance.
Valid driver's license.

Nice To Haves

Associate degree.

Responsibilities

Provide administrative support to the Office and Fleet Manager and departmental staff to ensure efficient daily office operations.
Serve as the primary point of contact for visitors, vendors, and callers, providing professional and courteous customer service.
Maintain office security by monitoring building access and visitor activity.
Perform clerical and administrative duties, including data entry, recordkeeping, document management, and correspondence.
Coordinate office equipment repairs and communicate facility maintenance needs.
Monitor fleet usage, GPS reporting, maintenance schedules, and vehicle records.
Assist staff with vehicle scheduling, upkeep, and compliance requirements.
Reconcile fuel card transactions and communicate discrepancies to the Finance Department.
Perform other duties as assigned.