Facilities & fleet Coordinator
Job Description
Job Title: Facilities & fleet Coordinator
Employee:
Reports To:
Effective Date:
Job Summary
The Facilities & Fleet Compliance Coordinator is responsible for ensuring that all fleet, facilities, safety, and compliance records for the BQN and SJU stations are properly executed, maintained, and audit-ready at all times.
This role requires close coordination with internal support personnel and vendors to ensure preventive maintenance compliance, accurate documentation, and timely execution of operational and procurement-related activities.
Key Responsibilities
- Fleet Maintenance & Compliance
Oil and Filter Change Records Ensure all fleet units receive oil and filter changes every three (3) months.
Maintain accurate and up-to-date maintenance records.
Coordinate execution and documentation with Richard Cordero.
Monthly Fleet Wash Records Oversee and document monthly fleet wash compliance.
Validate completion and retain records for audit purposes.
Coordinate with Richard Cordero.
Monthly Fleet Fumigation Records Ensure monthly fumigation services are completed as required.
Maintain service reports and compliance documentation.
Verify vendor performance and implement corrective actions when necessary.
Coordinate with Noelia Rivera.
Generator Maintenance Records Ensure scheduled preventive maintenance is completed for all generators.
Maintain service logs, vendor documentation, and compliance records.
Coordinate with Richard Cordero.
Fleet Safety & Equipment Compliance Ensure all fleet units are equipped and compliant with: Emergency triangles
Emergency flags
Oil absorbent pads
Fire extinguishers
Fleet graphics and identification standards
- Fleet Administration
AutoExpreso Toll Label Records & Identification Maintain accurate records of toll labels assigned to each vehicle.
Ensure proper identification, reconciliation, and reporting.
Coordinate with Richard Cordero.
Truck Binders Ensure all binders are complete, organized, and up to date (registrations, insurance, inspections, permits, etc.).
Conduct periodic compliance reviews.
Coordinate with Noelia Rivera.
- Safety & Facilities Compliance
Fire Extinguishers (Fleet & Warehouses) Maintain inspection and certification records.
Ensure full compliance with safety and regulatory standards.
Coordinate with Noelia Rivera.
Monthly Pest Control (Warehouses) Ensure pest control services are completed monthly.
Maintain service reports and compliance documentation.
Coordinate with Noelia Rivera.
Safety Equipment Compliance Ensure availability and compliance of: Emergency triangles
Emergency flags
Oil absorbent pads
Fire extinguishers
- Procurement & Operational Support
Critical Procurement Coordination Serve as a point of contact for urgent operational procurement needs.
Ensure timely communication, follow-ups, and proper documentation.
Coordinate with Erika Marcial, Karina Crespo, and Noelia Rivera.
Scope of Responsibility
Applies to both BQN and SJU stations
Responsible for ensuring record accuracy, compliance readiness, and cross-functional coordination
Provides support during audits, inspections, and internal reviews
Required Skills & Competencies
Strong organizational and record-keeping skills
High attention to detail with a compliance-driven mindset
Ability to coordinate effectively with multiple stakeholders
Basic knowledge of fleet operations, facilities maintenance, and safety standards
Strong communication and follow-up skills
Performance Expectations
All records must be accurate, current, and audit-ready at all times
Preventive maintenance and compliance tasks must be executed within established timelines
Any issues, discrepancies, or delays must be promptly escalated to management