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

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