Administrative Specialist – (Housing & Fleet Maintenance)

Administrative Specialist – (Housing & Fleet Maintenance)

Department: Human Resources / Administration
Location: Manteno, Illinois
Position Type: Full-Time
Reports To: Senior Office Manager

Position Summary

The Administrative Specialist – Housing & Fleet Maintenance coordinates the maintenance, upkeep, and administration of company-provided housing and fleet vehicles. This position ensures that company properties and vehicles are properly maintained, safe, operational, and available for authorized employees. The position also provides backup support to the Administrative Specialist responsible for Expatriate Services.

The ideal candidate is organized, dependable, detail-oriented, and capable of managing multiple properties, vehicles, vendors, and deadlines in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

1. Housing and Property Administration

• Maintain accurate property records, including addresses, occupancy information, lease terms, utilities, and availability.
• Track lease expirations, renewals, utility changes, and other property-related deadlines.
• Coordinate housing-related services with landlords, property managers, and approved vendors.
• Maintain records of property conditions, inspections, repairs, and service history.
• Report significant property damage, safety concerns, lease issues, and unplanned expenses to the Senior Office Manager.

1. Property Maintenance and Repairs

• Coordinate routine, preventive, and emergency maintenance for company housing.
• Maintain weekly, monthly, and annual maintenance schedules for HVAC, plumbing, appliances, roofing, landscaping, water softeners, wells, propane systems, and other property equipment.
• Schedule repairs, inspections, pest control, landscaping, and related services with approved vendors.
• Monitor maintenance requests, work orders, vendor performance, and service completion.
• Conduct or coordinate property inspections to identify maintenance, safety, and repair needs.
• Ensure properties are maintained in a safe, functional, clean, and presentable condition.
• Escalate urgent safety, habitability, and property damage concerns to management.

1. Leases, Utilities, and Property Expenses

• Maintain lease agreements, landlord contacts, renewal schedules, and required documentation.
• Coordinate utility setup, transfers, cancellations, and service changes.
• Monitor utility accounts, service interruptions, billing discrepancies, and payment status.
• Review housing-related invoices and supporting documentation before submitting for approval.
• Track property expenses, deposits, repairs, and service costs.
• Identify opportunities to reduce unnecessary expenses and improve housing efficiency.
• Follow company purchasing procedures, budgets, and approval requirements.

1. Fleet and Vehicle Maintenance

• Maintain accurate vehicle inventory and records for registrations, insurance, titles, assignments, and condition.
• Coordinate preventive maintenance, oil changes, repairs, tire service, inspections, and cleaning.
• Monitor vehicle maintenance schedules and ensure timely service completion.
• Coordinate with dealerships, repair facilities, insurance representatives, and approved vendors.
• Track fuel usage, toll accounts, parking expenses, citations, and other fleet-related charges.
• Maintain records of vehicle accidents, damage, repairs, insurance claims, and related incidents.
• Monitor registration, insurance, and inspection deadlines.
• Ensure vehicles are clean, properly maintained, safe, and ready for assignment.
• Identify opportunities to improve fleet utilization, reduce expenses, and strengthen vehicle accountability.

1. Vendor and Service Coordination

• Coordinate with landlords, property managers, maintenance contractors, automotive service providers, and other approved vendors.
• Request and review service estimates, repair proposals, and purchasing requests.
• Schedule services, verify work completion, and follow up on outstanding repairs.
• Monitor service quality, vendor responsiveness, and recurring maintenance issues.
• Maintain vendor contacts, agreements, invoices, and supporting documentation.
• Communicate service concerns, cost issues, and recommended improvements to the Senior Office Manager.
• Ensure vendor services and purchases follow company approval procedures.

1. Records, Reporting, and Cost Control

• Maintain accurate records for housing, leases, utilities, maintenance, vendors, fleet vehicles, and related expenses.
• Use spreadsheets, trackers, and calendars to monitor maintenance schedules, renewals, inspections, and deadlines.
• Track housing and fleet operating expenses and support budget monitoring.
• Review invoices for accuracy and compliance with approved services before routing for payment.
• Maintain documentation for property damage, deposits, repairs, vehicle incidents, and insurance claims.
• Protect confidential employee information, residential records, access details, and company documentation.
• Identify opportunities to improve processes, reduce expenses, and strengthen operational efficiency.
• Complete additional administrative and operational duties as assigned.

1. Teamwork and Cross-Coverage

• Provide backup support to the Administrative Specialist responsible for Expatriate Services during absences, high-volume periods, and competing priorities.
• Assist with housing assignments, employee move-ins and move-outs, vehicle check-in/check-out, employee orientations, and related administrative services as needed.
• Coordinate with other Administration team members to ensure continuity of housing, fleet, and employee support services.
• Maintain accountability for assigned duties while remaining flexible and supportive of overall department needs.
• Communicate effectively, share information, and assist with additional administrative responsibilities as directed by management.

Qualifications and Requirements

• Bachelor's degree or equivalent combination of education and relevant experience preferred.
• Minimum of 3–5 years of relevant experience in property management, fleet administration, facilities coordination, or related operations.
• Experience coordinating vendors, maintenance services, purchasing, and invoices.
• Proficient in Microsoft Office, especially Excel, Word, and Outlook.
• Strong communication, organization, and multitasking skills.
• Ability to work independently, manage competing priorities, and meet deadlines.
• Professional, courteous, discreet, and service-oriented.
• Maintains confidentiality, sound judgment, and respectful workplace conduct.
• Valid driver's license and ability to travel locally as required by assigned duties.

Preferred Qualifications

• Experience managing corporate housing, residential leases, or multiple properties.
• Experience coordinating vehicle maintenance, insurance, registrations, and fleet operations.
• Familiarity with vendor management, purchasing, expense tracking, and budget monitoring.
• Experience supporting expatriate employees or relocation programs.
• Mandarin Chinese proficiency is a plus.

Key Competencies

• Property and maintenance coordination
• Fleet administration and vehicle readiness
• Vendor and service management
• Lease and utility administration
• Preventive maintenance scheduling
• Inventory and expense management
• Organization and recordkeeping
• Time management and multitasking
• Problem-solving and initiative
• Professional communication and teamwork

Performance Expectations

Performance will be evaluated based on:

• Property Maintenance: Timely completion of repairs, preventive maintenance, inspections, and resolution of housing concerns.
• Fleet Maintenance: Vehicle readiness, timely servicing, accurate maintenance records, and compliance with registration and insurance requirements.
• Lease and Utility Management: Accurate documentation, timely renewals, and effective coordination of utility services.
• Vendor Management: Service quality, timely completion of work, effective follow-up, and adherence to approved purchasing procedures.
• Cost Control: Accurate expense tracking, responsible purchasing, invoice verification, and identification of cost-saving opportunities.
• Documentation and Compliance: Complete records, timely reporting, confidentiality, and adherence to company procedures.
• Teamwork and Cross-Coverage: Reliable backup support for Expatriate Services, effective communication, and willingness to assist with department priorities.
• Reliability and Professionalism: Consistent follow-through, accountability, professional conduct, and responsiveness to operational needs.

Work Environment

This position operates within an office and manufacturing environment and requires regular visits to company housing, vehicle locations, service providers, and other facilities.

Responsibilities may involve standing, walking, inspecting properties and vehicles, coordinating maintenance activities, and local travel. Schedule flexibility may be required to address urgent maintenance needs, housing transitions, vehicle issues, and other time-sensitive operational requirements.