Fleet Office Manager at Pepsi MidAmerica – Marion, Illinois

Fleet Office Manager – Pepsi MidAmerica

Location: 2605 West Main St Marion, IL
Job Type: Full-time - 8AM – 5PM – Monday-Friday

Position Summary:
The Fleet Office Manager is responsible for overseeing the administrative functions of the Fleet Department, ensuring that all licensing, compliance, reporting, and communication processes run efficiently. This role serves as the key liaison between fleet operations and management, vendors, and internal departments.

Key Responsibilities:

Administrative & Clerical Duties

• Perform general typing assignments including memos, letters, and other documentation
• Manage phone duties: screen incoming calls, take accurate messages, and route as needed
• Sort and distribute incoming mail
• Greet and assist visitors, vendors, and internal team members
• Create, update, and maintain various physical and digital files

Fleet Licensing & Compliance

• Manage licensing tasks including updates, audits, and reconciliations of license categories
• Maintain and update spreadsheets tracking licensing and compliance deadlines
• Maintain DOT files, track expirations, and ensure up-to-date documentation
• Manage PM (Preventive Maintenance) files and ensure timely scheduling

Fleet Reporting & Records

• Prepare weekly, monthly, quarterly, and annual reports and reviews
• Prepare MPG (Miles Per Gallon) and fuel usage reports
• Complete daily vehicle inspection reports for fleet foremen
• Distribute and track repair estimates and work orders
• Audit and reconcile parts inventory using related software

Operational & Financial Support

• Issue and track fuel cards, input daily fuel stick readings and fuel receipts
• Conduct daily fuel pump polls
• Track and route capital expenditure requisitions
• Maintain and update outside service quote books and spreadsheets with fleet leadership
• Reconcile purchase orders and support financial documentation needs

Preferred Qualifications:

• 2+ years administrative or office management experience (fleet/transportation industry a plus)
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook)
• Excellent written and verbal communication skills
• High attention to detail and strong organizational skills
• Ability to manage multiple priorities in a deadline-driven environment
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What You Get From Us:

• Competitive Pay & Growth Opportunities
• Health Insurance
• 401K
• Paid Time Off
• Paid Personal Day

Pepsi MidAmerica is an Equal Opportunity Employer.