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

1. 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

2. 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.

3. 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

4. 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