Fleet Administration Assistant

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

Responsibility Profile:

• 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.

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.

Beacon Mobility is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Beacon Mobility makes hiring decisions based solely on qualifications, merit, and business needs at the time.

SCR has been succeeding as an industry leader in the field of ADA Paratransit services since 1986, providing transportation to mobility-challenged individuals. It's the goal of SCR to provide reliable, safe, clean and comfortable transportation to this group of individuals. This type of transportation is essential for connecting passengers to friends, family and medical based services. As a result, we select drivers and staff that wish to help people care for themselves. Our Paratransit Operator's understand how to effectively and safely transport clients and we are looking for the right people to join our team.