Location: Guaynabo, PR
Duration: 3 Months 

Position Summary:

The Fleet & Client Services Coordinator is responsible for receiving and processing customer orders for fuels and lubricants using SAP. This role also oversees delivery scheduling, fleet utilization, invoicing, and reconciliation processes for Puerto Rico and the U.S. Virgin Islands (USVI). The coordinator supports the Operations team by ensuring efficient logistics, cost control, and high-quality customer service.

Key Responsibilities:

Order Management & Systems

• Process fuel and lubricant orders in SAP.
• Export orders from TWOS to SAP.
• Generate and send volume reports to Sales, Operations, and General Manager.
• Prepare and distribute fuel and lubricant reports.

Delivery Planning & Fleet Coordination

• Organize and optimize delivery schedules for fuels, lubricants, and other product lines.
• Maximize fleet utilization and reduce transportation costs.
• Ensure availability of drivers and vehicles.
• Plan and monitor daily deliveries using Optilogistic software.
• Prepare transportation schedules and track invoicing via Optilogistic and Terminal Manager.
• Coordinate product returns or delivery changes and process related credits/debits.
• Maintain direct communication with carriers and drivers.

Operations & Issue Resolution

• Handle transportation incidents (e.g., delays, complaints, product loss).
• Respond to emergency calls and resolve delivery issues during on-call assignments.
• Monitor OBC (On-Board Computer) activity.
• Identify unsafe delivery conditions, report issues, and follow up on corrective actions.
• Maintain inventory of spare equipment (e.g., hoses, fire extinguishers).

Invoicing & Financial Tasks

• Process invoices for fuel and lubricant orders.
• Create credit notes for returned products.
• Scan and upload invoices to DocOnline.
• Assist with reconciliation for terminals (e.g., E830).

Regional Responsibilities:

Puerto Rico

• Optimize fleet operations and delivery efficiency.
• Assist with deliveries from external terminals (e.g., Peerless, Buckeye).
• Support reconciliation processes.

U.S. Virgin Islands (USVI)

• Invoice COCO stations and jet fuel sales.
• Reconcile aviation sales between SAP and Avidial systems.

Work Environment & Expectations

• Balance daily delivery planning with cost optimization and service quality.
• Ensure compliance with local regulations and PATROM standards.
• Understand that dispatch decisions impact safety, security, costs, and customer satisfaction.
• Coordinate with multiple stakeholders (suppliers, depots, drivers, carriers).
• Operate in a complex environment with logistical challenges such as traffic, infrastructure, and supply constraint.

Core Objectives

• Ensure safe, timely, and efficient client deliveries.
• Optimize fleet utilization and transportation resources.
• Maintain high standards in safety, environmental compliance, and service quality.
• Monitor and control transportation costs.
• Report safety and security issues related to deliveries.
• Comply with company policies and PATROM rules.

Qualifications & Requirements:

• Bachelor’s degree in a related field.
• Experience in the transportation or logistics industry required.
• Strong understanding of logistics, supply chain processes, and SAP systems.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational skills with high attention to detail and accuracy.
• Ability to work in a fast-paced environment as a self-starter.
• High level of integrity, rigor, and resilience under pressure.
• Ability to anticipate issues and react quickly to changing conditions.
• Strong interpersonal and business relationship skills.
• Flexible and adaptable in managing responsibilities and workload.

 
 
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: $ 15.87/hr.