Job Summary:
Performs senior‑level administrative and operational coordination for the Fleet Department by managing procurement and invoice workflows, maintaining compliance and fleet records, and monitoring fuel, maintenance, contract, training, and service processes to ensure accuracy across fleet systems. Coordinates with internal teams, workshops, vendors, and corporate partners to resolve operational exceptions, maintain audit‑ready documentation, support cost and compliance controls, and provide leadership with timely reports and analyses for informed decision‑making.
Job Description:
- Coordinates meetings, trainings, events, and departmental logistics by organizing schedules, preparing materials, and ensuring necessary arrangements to support program compliance and effective fleet operations.
- Tracks fleet administrative, operational, and compliance processes by monitoring workflows, mandatory trainings, certifications, renewal cycles, inspections, audits, and reporting requirements to ensure accuracy, regulatory adherence, and timely completion.
- Maintains operational, regulatory, and administrative documentation—including DVIRs, inspections, internal records, licenses, renewals, and compliance files—to ensure audit readiness and alignment with federal and state standards.
- Monitors service contracts, maintenance programs, workshop and facility workflows, inspections, leases, fuel operations, and service tickets to ensure provider performance, contractual compliance, operational continuity, and effective control of fuel inventories and consumption.
- Coordinates communication and alignment among internal shops, external shops, vendors, contractors, office staff, and functional teams to support seamless operations and serve as an administrative liaison for departmental needs.
- Supports operational issue resolution by addressing documentation discrepancies, vendor or workshop concerns, facility ticket escalations, and fleet asset issues while assisting leadership with strategic initiatives and confidential assignments.
- Processes and monitors expenses, fund certifications, purchasing activities, contract tracking, and recurring administrative cycles to support cost control, ensure timely renewals, and maintain departmental compliance with company policies.
- Follows established company policies, procedures, and standards to ensure full compliance with applicable laws and industry regulations.
- Participates in storm restoration tasks and assigned drills to contribute to the safe and reliable recovery of services.
- Performs additional tasks aligned with role expectations and qualifications to support team goals and operational flexibility.
Additional Job Description:
Education & Experience
Required Qualifications:
- Bachelor’s degree in Business Administration, Operations Management, Office Administration or related administrative field.
- 2 years' experience with functional role responsibilities such as performing administrative coordination, procurement support, invoice validation, records management, contract tracking, compliance monitoring, and operational reporting, with at least 1 year of experience supporting fleet, transportation, maintenance, logistics, or asset operations.
- Experience preparing presentations, purchase requisitions, expense reports, operational reports, and supporting documentation.
- Experience providing administrative support across multiple functional areas.
- Experience monitoring compliance, auditing processes, or coordinating multi‑site training initiatives.
- Experience delivering training or coaching sessions to employees.
Preferred Qualifications:
- Experience with AssetWorks or another fleet management information system.
- Experience with Oracle, Workday, SharePoint, or reporting dashboards.
- Experience in contract administration, purchasing, or fuel reconciliation.
- Experience in essential service operations or emergency response.
Additional Qualifications:
Additional experience may substitute for required education when it aligns with the competencies and knowledge necessary for the role:
- Associate’s degree in Business Administration, Office Administration or related administrative field may substitute when accompanied by a minimum of 4 years of experience performing similar functions and at least 2 years’ experience supporting a Fleet department.
- High School or equivalent (GED) when accompanied by a minimum of 6 years of experience performing similar functions and at least 4 years’ experience performing a previous coordinator role.
Competencies (Skills)
- Operational Coordination: Supports the consistent execution of departmental activities by organizing logistics, managing schedules, and ensuring alignment across internal and external stakeholders.
- Process Monitoring: Tracks administrative, operational, and compliance processes to ensure accuracy, timely completion of requirements, and adherence to regulatory standards.
- Documentation Management: Maintains organized, accurate, and audit‑ready records and systems by updating documentation, monitoring renewals, and ensuring information integrity across platforms.
- Data and Systems Accuracy: Maintains accurate and timely information across fleet, procurement, financial, inventory, and reporting systems; identifies inconsistencies and coordinates corrective action.
- Communication and Stakeholder Coordination: Communicates clearly with internal teams, vendors, contractors, and support functions; documents commitments and follows through on pending actions.
Licenses/Certifications
Required:
- Valid Puerto Rico driver's license
Travel Requirements
Physical Demands
- Stationary Position: Frequently
- Pushing/ Pulling/ Reaching: Seldom
- Kneel: Seldom
- Grab: Seldom
- Bend: Seldom
- Lift/ Carry over: 0 - 15 pounds
Working Conditions
- Wet or humid: Seldom
- Working near or on moving mechanical parts: Never
- Working near or on heavy machinery: Never
- Working in high places: Never
- Exposed to fumes or airborne particles: Never
- Frequency of working in outdoor weather conditions: Never
- Work with electricity: Never
- Loud noise conditions: Seldom
LUMA Energy is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, military status, disability, or any other characteristic protected by federal or local laws.
