Fleet/Facilities Coordinator

Are you a detail-oriented problem solver who thrives in a fast-paced environment? Pepper Construction is looking for a Fleet & Facilities Coordinator to manage the day-to-day operations of our vehicle fleet and office facilities. In this dynamic role, you'll be the go-to person for everything from coordinating vehicle orders to ensuring our buildings run smoothly and securely.

This is a full-time position, onsite in our Barrington, IL office.

Fleet Management

• Coordinate annual and ad-hoc vehicle orders with Enterprise and local sourcing partners.
• Oversee installation and removal of fleet equipment, including Verizon Reveal systems.
• Maintain fleet systems (Enterprise, WEX fuel cards, Reveal telematics), ensuring driver assignments, alerts, and records are accurate and up to date.
• Administer I-PASS stickers, license renewals, and vehicle compliance documentation.
• Process fleet-related invoices and manage expense tracking across vendors.
• Conduct monthly audits to ensure compliance with company and regulatory standards.
• Support the Illinois regional fleet with loaner car program management, auction prep, and vehicle readiness.

Facilities Operations

• Manage service contracts and vendor relationships for building maintenance, cleaning, and security.
• Review, process, and reconcile facility-related invoices.
• Oversee office operations including supply ordering, workspace setup, and vendor coordination.
• Serve as the primary contact for facility and maintenance requests, ensuring timely resolution.
• Plan and support room and event setups, including furniture and AV needs.
• Administer key and electronic access systems, maintaining accurate databases and access authorizations.
• Ensure vendor compliance by verifying insurance documentation prior to work commencement.
• Solicit bids, negotiate contracts, and oversee third-party service providers.
• Monitor and maintain building security systems, including cameras and access control.
• Maintain and evaluate the preferred vendor list, onboarding new providers as needed.

• 3+ years of experience in fleet coordination; facilities or operations administration experience is a plus.
• High school diploma required, associate or bachelor's degree in business administration or related field preferred.
• Strong organizational and communication skills with exceptional attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word) and fleet platforms such as Enterprise, WEX, or Reveal.
• Experience managing vendor relationships and coordinating multiple service providers.
• A customer-first mindset and a proactive approach to problem-solving.
• Familiarity with DOT and state vehicle compliance regulations is a bonus.