Administrative Services Manager

Auto Warehousing (AWC) has been family-owned and operated for more than 50 years and is North America's leader in finished vehicle logistics. Our mission is to service customer vehicles safely, efficiently, with quality and pride. Our Associates are the reason for our success, and developing their talent remains critical to our future.

AWC is hiring a full time Administrative Services Manager for our Chicago Ford location. This is located near 122nd & Torrence. Please apply fast for this position!

The general pay range for this position is $80,000- $85,000. The successful candidate's actual pay will be based on various factors, such as qualifications, experience, internal equity, and market considerations.

AWC offers a generous benefits package supporting both physical and mental well-being. Benefits include health insurance for associates, spouses, and children; basic life and AD&D insurance; disability insurance; EAP; auto discounts; fitness reimbursements; a 401(k) plan with company contribution; and several voluntary benefits. Chicago staff have paid holidays, vacation and sick accruals, bereavement leave, and jury duty leave.

Purpose

The Administrative Services Manager oversees the daily activities of administrative personnel and ensures efficient office operations. This role is responsible for organizing workflows, managing customer requests, maintaining inventory management systems, and supporting all administrative services in alignment with established office practices. Work is performed under the guidance of the Terminal Manager and requires strong judgment, organizational skills, and the ability to improve processes and procedures.

Essential Duties

• Manages two or more administrative personnel at the Chicago Ford
• Train administrative personnel on VIPS and customer systems.
• Conduct regular staff meetings to ensure alignment with business objectives.
• Participate in company, team, and safety meetings.
• Serve as liaison between the facility and corporate IT and accounting departments.
• Monitor customer key performance indicator (KPI) requirements related to vehicle inventory management.
• Oversee all functions of vehicle damage claims - ITR, Fenkell, VIPS system and communications with customer v
• Maintain office equipment and manage related service costs.
• Approve and track overtime, vacation, and time-off requests for administrative personnel.
• Develop and refine office procedures and policies, including those for new accounts, and seek opportunities to streamline processes.
• Maintain and update filing systems to support customer requests.
• Collaborate with customers, AWC Operations, and AWC IT to ensure accurate vehicle system transmissions and data visibility.
• Resolve invoice discrepancies and verify pricing or receiving signatures on AP/Spot Buy items.
• Ensure compliance with all company policies.
• Manage vehicle aging, mis‑ships, holds, receipts, and releases per customer standards.
• Prepare and submit daily, weekly, and monthly customer reports.
• Reconcile inventory and oversee gate release management
• Required to work outdoors when necessary to verify physical inventory of vehicles.
• Perform other duties as assigned.

Minimum Education and Experience Requirements

• High school diploma or equivalent
• Three or more years of experience in administrative and accounting functions; automotive industry experience
• Experience supervising clerical personnel preferred.
• Proficiency in Microsoft Office and internal or customer‑based computer applications
• Knowledge of facility and departmental organizational structures is a plus.
• Valid driver's license with a careful driving record.
• Ability to develop and refine office procedures and accounting processes and identify opportunities for efficiency improvements.
• Strong teamwork orientation and the ability to make decisions with the company's best interests in mind.
• Ability to maintain positive working relationships with associates, management, customers, and vendors.