Facilities & fleet Coordinator

Automatic Data Processing, Inc.; Carolina (PR); On-site; USD 17,000 - 18,000; Full time

Job summary

Automatic Data Processing, Inc. seeks a Facilities & Fleet Coordinator to manage and audit fleet, facilities, safety, and compliance records for BQN and SJU stations.

The role collaborates with internal teams and vendors to ensure preventive maintenance, documentation accuracy, and timely procurement actions. Key responsibilities include coordinating maintenance and compliance tasks, maintaining accurate records, and supporting audits and inspections with a detail-focused, cross-functional

Qualifications

• Experience coordinating fleet maintenance records.
• Knowledge of safety equipment and regulatory compliance.
• Strong attention to detail and record-keeping.

Responsibilities

• Fleet maintenance & compliance records for BQN and SJU stations are managed and audited.
• Coordinate procurement and operational support activities with internal and external stakeholders.
• Ensure safety equipment, inspections, and documentation are up to date and compliant.

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Facilities & fleet Coordinator

Carolina, PR, PR

2 days ago Requisition ID: 1097

Salary Range: $12.00 To $13.00 Hourly

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
• 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