Fleet Admin & Data Compliance Specialist

Transport LLC; Chicago (IL); On-site; USD 25,000 - 36,000; Full time

Job summary

Beacon Mobility in Chicago seeks a detail-oriented Administrative Coordinator to maintain the Maintenance Management System, track registrations, inspections, and daily vehicle availability, and support payroll and scheduling.

You will generate reports for leadership and customers, manage vendor communications, update employee files, and assist with office duties in a fast-paced maintenance environment.

Qualifications

• High school diploma or equivalent required; additional administrative, business, transportation, or fleet-related training preferred.
• Previous administrative, fleet, transportation, maintenance, operations, or customer service experience preferred.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and accurately use maintenance management systems, company databases, reporting tools, and electronic filing systems.
• Strong verbal and written communication skills.
• Excellent attention to detail, accuracy, organization, and follow-through.
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a busy maintenance environment.
• Ability to work professionally with leadership, mechanics, vendors, customers, and other internal departments.
• Must successfully pass required background check and drug screen.

Responsibilities

• Maintain the Maintenance Management System by accurately updating vehicle records, repair history, work orders, and related documentation.
• Track and report on vehicle registrations, emissions testing, IDOT inspections, Chicago City Stickers, and daily vehicle availability.
• Maintain mechanic attendance records and assist with documentation needed for payroll, scheduling, or operational reporting.
• Create, organize, and distribute reports for maintenance leadership and customers.
• Communicate fleet status, vehicle availability, open work orders, and operational updates to leadership and customer contacts.
• Maintain shop equipment inspection schedules, inspection records, and supporting compliance documentation.
• Coordinate maintenance facility compliance inspections and help ensure required documentation is complete and available.
• Maintain vendor invoices, purchase documentation, service records, and vendor communications.
• Maintain and update employee files in company databases, including driver's licenses, certifications, training records, and related documentation.
• Support general office administration, filing, data entry, scanning, correspondence, and other clerical duties as needed.
• Perform all other duties as assigned.

Skills

MS Office proficiency

Strong communication

Attention to detail

Multitasking

Data entry

Education

High school diploma or equivalent

Tools

Maintenance Management System

Job description

Beacon Mobility in Chicago seeks a detail-oriented Administrative Coordinator to maintain the Maintenance Management System, track registrations, inspections, and daily vehicle availability, and support payroll and scheduling.

You will generate reports for leadership and customers, manage vendor communications, update employee files, and assist with office duties in a fast-paced maintenance environment.