Fleet Coordinator

Description

Job Summary: Responsible for coordinating the repair and maintenance of owned and leased vehicles, ensuring their availability, efficient operation, and legal compliance, with emphasis on delivering a high level of internal customer service and continuous improvement. Key Highlights: 1. Comprehensive coordination of vehicle fleet repair and maintenance. 2. Focus on continuous service improvement and cost control. 3. Development and implementation of strategies for operational efficiency. Responsible for coordinating the repair and maintenance of TBC's owned and leased vehicles, ensuring control, availability, efficient operation, and compliance with required documentation, while coordinating and holding support departments accountable for proper legal compliance. Will focus on delivering a high level of internal customer service by developing and implementing a service tracking process—including repairs and documentation—to ensure timely completion. Will define the strategy for continuous improvement in service levels, vehicle availability and control, cost control, and compliance with all applicable laws. Responsibilities: * Ensure fleet availability for daily operations. * Coordinate the allocation and efficient use of vehicles. * Coordinate fleet specialists to ensure they fulfill their duties. * Prepare forecasts, budgets, and monitor expenditures aligned with the annual budget. * Guide, request, and solicit support from each involved department (Legal, Finance, Indirect Procurement, Asset Protection) related to the vehicle fleet managed for TBC, holding assigned personnel accountable for ensuring optimal fleet utilization. * Responsible for developing preventive maintenance plans that support proper functioning and preservation of vehicle units, collectively forming part of TBC’s assets. * Conduct inspections and/or audits of vehicle conditions, functionality, and proper operational status at work centers (branches), per organizational internal policies and requirements, maintaining documented records. * Based on inspections and/or audits performed, improvement actions, continuity plans, scheduled preventive maintenance work, and follow-up on corrective requirements must be established according to established plans and prior agreements with internal customers, suppliers, and contractors, as dictated by business needs. * Ensure and maintain the vehicle fleet (vehicles, pickups, trucks, etc.) in functional condition per applicable preventive/corrective maintenance. * Meet established performance indicators for the Fleet Maintenance Department. * Create and implement necessary documentation (policies, procedures, templates, etc.) to ensure compliance with established maintenance plans. * Identify acts or conditions posing risks to personnel integrity and safety related to TBC’s vehicle fleet, and establish necessary preventive and/or corrective measures. * Collaborate with Branch Managers and Coordinators to implement preventive/corrective maintenance plans according to requirements. * Prioritize TBC’s resource integrity when making decisions regarding any project execution, spare parts purchases, supplies, etc. * Review reports generated by automotive suppliers and issue follow-up work orders until final customer resolution and acceptance—or approval (VoBo) by the Vehicle Fleet Department. * Collaboratively identify, with other departments such as Asset Protection, Fixed Assets, Finance, Legal, Accounts Payable, Indirect Procurement, Safety and Hygiene, etc., asset protection aspects arising from organizational operations, assess their impact on the organization, establish necessary mitigation and/or control measures, and track and evaluate their implementation. * Comply with applicable legal requirements for the Maintenance Department to meet regulatory standards. * Manage data collected from activities to produce reports for each verification conducted, monthly activity reports including updates to performance indicators established to evaluate performance. * Responsible for executing and/or planning predictive maintenance activities to meet official requirements, where applicable. * Responsible for implementing annual preventive and corrective maintenance plans for TBC’s entire vehicle fleet, including company-owned units and units owned by leasing companies selected by the business. * Maintain timely follow-up via contact channels assigned by each leasing company to ensure proper usage, maintenance, training, etc., thereby guaranteeing business continuity through appropriate vehicle fleet utilization. * Manage the scope of the vehicle fleet—including TBC-owned, leased, pool fleet, forklifts, etc.—at the national level. Position Profile: * Minimum 5 years of experience and knowledge in vehicle fleet management. * Industrial Engineering / Electronics Engineering, Automotive Engineering, Electromechanical Engineering, or related field. * Vehicle fleet administration and control; preventive and corrective vehicle maintenance; Vehicle Regulations (license plates, registration fees, inspections, insurance); supplier management; budgetary control and cost analysis; vehicle leasing processes; automotive mechanical knowledge (desirable), mechanics, etc. * Administrative organization and control; numerical analysis and data-driven decision-making; supplier negotiation; problem-solving; planning and follow-up; effective communication; handling multiple priorities; teamwork.