Senior Coordinator, Fleet Operations

LUMA Energy•Río Piedras, PR

11d

About The Position

Performs senior-level administrative and operational coordination for the Fleet Department. The role manages procurement and invoice workflows, maintains compliance and fleet records, and monitors fuel, maintenance, contract, training, and service processes to ensure accuracy across fleet systems. It 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 decision-making. The position coordinates meetings, trainings, events, and departmental logistics; tracks administrative, operational, and compliance processes; and maintains operational, regulatory, and administrative documentation. It monitors service contracts, maintenance programs, workshops and facilities, inspections, leases, fuel operations, and service tickets. The role also coordinates with internal and external stakeholders, supports operational issue resolution and leadership initiatives, and processes expenses, fund certifications, purchasing activities, contract tracking, and recurring administrative cycles. The employee follows company policies and applicable laws and industry regulations, participates in storm restoration tasks and assigned drills, and performs additional duties aligned with the role. The position requires a valid Puerto Rico driver's license and 20% travel. Physical demands include frequently remaining stationary, seldom pushing, pulling, reaching, kneeling, grabbing, or bending, and lifting or carrying 0–15 pounds. Working conditions may seldom involve wet or humid conditions or loud noise; exposure to moving mechanical parts, heavy machinery, high places, fumes, outdoor weather, and electricity is listed as never.

Requirements

Bachelor’s degree in Business Administration, Operations Management, Office Administration, or a related administrative field; qualifying additional experience may substitute as described in the posting.
At least 2 years of experience with responsibilities such as administrative coordination, procurement support, invoice validation, records management, contract tracking, compliance monitoring, and operational reporting.
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.
Valid Puerto Rico driver's license.
Travel requirement: 20%.

Nice To Haves

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.
An associate’s degree in Business Administration, Office Administration, or a related administrative field may substitute for the bachelor’s degree when paired with at least 4 years of similar-function experience and at least 2 years supporting a Fleet department.
A high school diploma or equivalent (GED) may substitute for the degree when paired with at least 6 years of similar-function experience and at least 4 years in a previous coordinator role.

Responsibilities

Coordinate meetings, trainings, events, and departmental logistics, including schedules, materials, and arrangements.
Track administrative, operational, and compliance processes, including mandatory training, certifications, renewal cycles, inspections, audits, and reporting requirements.
Maintain operational, regulatory, and administrative documentation, including DVIRs, inspections, internal records, licenses, renewals, and compliance files.
Monitor service contracts, maintenance programs, workshops and facility workflows, inspections, leases, fuel operations, and service tickets.
Coordinate communication among internal shops, external shops, vendors, contractors, office staff, and functional teams.
Resolve or assist with documentation discrepancies, vendor or workshop concerns, facility ticket escalations, and fleet asset issues.
Support leadership with strategic initiatives and confidential assignments.
Process and monitor expenses, fund certifications, purchasing activities, contract tracking, and recurring administrative cycles.
Follow company policies, procedures, and standards and comply with applicable laws and industry regulations.
Participate in storm restoration tasks and assigned drills.
Perform additional tasks aligned with role expectations and qualifications.