Location: Guaynabo, PR

Summary:
The Fleet and Client Services Coordinator will be responsible for receiving and processing in our internal platform (SAP) the fuel & lubricants orders placed by our customers. Also, he/she will be organizing the deliveries for one or several product line (Fuels, Lubricants, etc.). In addition, the Fleet and Client Services Coordinator will process credit notes for returned products and the invoicing and reconciliation for USVI. To support the Operations department and the team, the Fleet & Client Services Coordinator will be working to meet the department milestones.

Responsibilities: 

• Optimize the utilization rate of the fleet and organize client deliveries.
• Reduce transportation costs.
• Improve the use of the fleet.
• Improve client services.
• Plan and monitor daily delivery schedules in compliance with Branch standards and PATROM rules, using the Optilogistic software.
• Ensure drivers and trucks are available.
• Create daily delivery schedules and prepare the follow-up of the transportation invoice using Optilogistic and Terminal Manager.
• Process transportation incidents (incidents, client complaints, loss of products, etc.).
• Take part in OBC monitoring.
• Coordinate eventual "detour" or return of product, report respective credit and debit information.
• Assist reconifating deliveries when loaded from other terminals (Peerless, Buckeye, etc.).
• Keep the inventory of spare equipment up to date (hoses, fire extinguishers, etc.).
• Collect from drivers' unsafe conditions during deliveries, send corrective action to corresponding departments and follow up proper resolution.
• Solve any delivery problems, delays, emergency calls, invoice printing issues, etc during the "on call assignment".
• Direct communication with Carriers and Drivers.
• Order entries in SAP for fuels & lubes.
• Export orders from TWOS to SAP.
• Prepare & send general volumes to sales, operations, and GM.
• Prepare & send fuel and lubes file.
• Create credits for return products.
• Invoicing of fuel and lubes orders
• Scan invoices to upload to the DocOnline platform.
• Assist in reconciliation of E830 terminal USVI.
• Invoicing of COCO stations.
• Invoicing of Jet Sales.
• Reconciliation of aviation sales in SAP vs Avidial.

Context/Environment:

• On a daily basis, the organization of daily delivery schedules must balance requirements and cost optimization.
• Local regulation and PATROM requirements shall be respected.
• Decisions made by Dispatch may have significant consequences in terms of safety, security, client satisfaction and costs.
• Extensive coordination between players: suppliers, business, depots, drivers, etc.
• Complex environment: Supply constraints, road traffic, degraded highway, networks, driver behavior, etc... These situations may be difficult to ensure adequate safety awareness, HSEQ performance and client services.
• Ensure that client deliveries are executed while:
• Respecting safety, the environment and the quality of service in the job.
• Planning delivery orders.
• Optimizing the use of the dedicated fleet.
• Chartering the necessary transportation means.
• Reporting "safety" and security information associated with deliveries.
• Participating in the control of transportation costs.
• Respecting the MS and the PATRON rules.

Requirements:

• Possess a bachelor’s degree in related field.
• Experience in the transportation industry required.
• A self-starter with ability to work in a fast-paced environment.
• Organization, accuracy, and attention to detail.
• Excellent written and verbal communication skills, both written and spoken.
• Displays understanding of logistics, the Supply-Chain and SAP.
• Proficient in MS Office.
• Rigor, high integrity standards, resistance to stress and the ability to anticipate and react quickly.
• Organization and business relational skills.
• Flexibility in achieving its works.

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 15.99/hr.