Office and fleet manager

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off
• Paid Training and Professional Development
• Medical, Dental, and Vision Insurance
• Company-Paid Life Insurance
• 403(b) Retirement Plan with 5%
• Tuition Reimbursement
• Employee Assistance Program
• Opportunities for Growth and Advancement

We know great candidates come from a variety of backgrounds and experiences. If you are excited about this opportunity, we encourage you to apply—even if you don't meet every qualification listed.

PURPOSE:

The Office & Fleet Manager is an essential member of the Caritas Family Solutions team, responsible for ensuring the efficient operation of assigned office locations and agency fleet resources. This position oversees office administration, facilities coordination, fleet management, and administrative support staff while partnering with programs and departments to maintain productive, organized, and welcoming work environments. The Office & Fleet Manager serves as a key resource for staff, vendors, and leadership, ensuring business operations run smoothly and effectively across assigned locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversee the day-to-day operations of assigned office locations, ensuring administrative services, facilities, equipment, and office resources effectively support agency programs and staff.
• Lead office administration functions including front desk operations, records management, office supply procurement, workspace coordination, event logistics, and vendor relationships.
• Manage facility-related needs by coordinating maintenance requests, monitoring office safety and compliance requirements, and serving as a liaison with internal support departments and external service providers.
• Oversee agency fleet operations at assigned locations, including vehicle utilization, maintenance scheduling, GPS monitoring, fuel card reconciliation, and overall fleet readiness.
• Supervise and support administrative staff by providing direction, coaching, performance oversight, and professional development opportunities while promoting a positive and collaborative work environment.
• Partner with leadership, program staff, and other departments to identify operational needs, implement solutions, and maintain efficient business processes across assigned offices.
• Coordinate onboarding logistics for new employees, including workspace preparation, office assignments, and resource allocation.
• Support agency meetings, events, special projects, and employee engagement initiatives while maintaining a high level of customer service and professionalism.
• 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.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

Requirements

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED:

Degree/Field Required: High School Diploma or GED
Degree/Field Preferred: Bachelor's Degree in Business Administration, Management, Public Administration, or a related field

Additional Fields of Knowledge Important for the Role:

• Office administration and records management
• facilities coordination and fleet management
• customer service

Experience Required: Three years of progressively responsible administrative, office management, or operations experience
Experience Preferred: Experience supervising staff, managing multiple office locations, vendor management, facilities coordination, or fleet administration

Licenses/Certifications Required:

N/A

Licenses/Certifications Preferred:

N/A

SKILLS REQUIRED:

Manager-Specific: Ability to effectively supervise, coach, and develop staff; assign and monitor work; establish priorities; manage multiple projects simultaneously; and foster a collaborative, service-oriented team environment.
Basic: Strong written and verbal communication skills; ability to prepare and maintain accurate records and reports; excellent organizational skills; attention to detail; ability to prioritize competing demands; and strong customer service skills.
Social: Ability to build positive working relationships with employees, vendors, leadership, and community partners; strong interpersonal skills; professionalism; conflict resolution; collaboration; and the ability to communicate effectively with diverse groups of people.
Problem Solving/Decision-Making: Ability to identify operational issues, evaluate solutions, make sound decisions, adapt to changing priorities, and exercise independent judgment while maintaining confidentiality and professionalism.
Resource Management: Office operations, scheduling, vendor management, facilities coordination, records management, fleet oversight, inventory control, budget awareness, and project coordination.
Technical: Office equipment troubleshooting, records management systems, scheduling platforms, fleet monitoring systems, and vendor management processes.
Proficient Computer Skills In: Microsoft Outlook, Word, Excel, Teams, and database management software.
Expert Computer Skills In: Microsoft Outlook.

Trama-Informed:

Demonstrates a trauma-informed approach by fostering safety, trustworthiness, respect, collaboration, and empathy when interacting with clients, employees, visitors, and community partners.

VEHICLE RELATED REQUIREMENTS:

• Access to reliable transportation: Required.
• Access to a reliable automobile: Required.
• Proof of continued insurance: Required.
• Valid driver’s license: Required.
• Additional license requirements: Must maintain an acceptable driving record in accordance with agency policy.

DRUG-FREE WORKPLACE

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this, a strict, drug-free workplace policy is maintained.

Caritas Family Solutions is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace.