Fleet Maintenance & Compliance Coordinator

Position Title

Fleet Maintenance & Compliance Coordinator

Department

Fleet / Operations

Reports To

Fleet & Operations Manager

Position Overview

The Fleet Maintenance & Compliance Coordinator is responsible for coordinating preventative maintenance, fleet compliance, asset records, inspections, certifications, procurement, and maintenance administration across the company’s national fleet.

The role ensures vehicles, plant, equipment, EWPs, cranes, and other fleet assets are maintained, compliant, safe, and operationally ready across all states.

The position requires a highly organized, proactive, and detail-oriented individual who can effectively coordinate multiple assets, locations, internal departments, and external service providers.

Key Responsibilities

Fleet Maintenance & Planning

• Coordinate preventative maintenance programs across the national fleet.

• Develop, maintain, and monitor maintenance schedules for vehicles, plant, equipment, EWPs, cranes, and other fleet assets.

• Coordinate servicing, repairs, inspections, and maintenance activities.

• Forecast upcoming maintenance requirements based on utilization, service intervals, asset condition, and operational demands.

• Monitor asset downtime and identify opportunities to improve fleet availability and reliability.

• Coordinate interstate maintenance requirements to ensure assets remain operational and mobilization-ready.

• Liaise with workshops, suppliers, contractors, and service providers to ensure maintenance activities are completed on schedule.

Compliance & Asset Management

• Maintain the company-wide fleet maintenance and compliance database.

• Manage compliance registers, licenses, certifications, inspections, registrations, and renewals.

• Coordinate three-monthly, six-monthly, annual, and regulatory inspections.

• Monitor compliance expiry dates and proactively arrange renewals, testing, replacements, and corrective actions.

• Coordinate compliance requirements for:

  • Lifting gear and lifting equipment

  • EWPs and cranes

  • Fire extinguishers

  • First aid kits

  • Spill kits

  • EDD kits

  • Electrical Test & Tag

  • Fleet safety equipment

  • Vehicle registrations

  • Other regulated and safety-critical equipment

• Immediately identify and escalate overdue inspections, failed certifications, defects, damaged equipment, compliance breaches, and operational risks.

• Maintain accurate and audit-ready documentation for internal, external, client, and regulatory audits.

Odoo & Administration

• Create and maintain work orders, service records, asset information, compliance registers, and maintenance schedules within Odoo.

• Ensure maintenance, compliance, onboarding, and procurement costs are accurately captured and allocated.

• Maintain accurate asset records and documentation.

• Provide administrative support to fleet and workshop operations.

• Ensure records are complete, current, accurate, and auditable.

Procurement & Cost Control

• Raise purchase requisitions and purchase orders.

• Coordinate procurement of parts, consumables, safety equipment, and compliance-related items.

• Monitor maintenance and compliance expenditure against approved budgets.

• Forecast maintenance, certification, replacement, and compliance expenditure.

• Identify opportunities for cost savings and improved procurement efficiency.

Reporting & Performance

• Prepare regular maintenance and compliance reports for management.

• Produce compliance status reports, maintenance forecasts, and performance dashboards.

• Track fleet maintenance trends, compliance KPIs, asset downtime, and forecasting accuracy.

• Provide management with early visibility of upcoming maintenance, compliance requirements, risks, and expenditure.

• Assist with budgeting and forecasting activities.

New Asset & Employee Onboarding

• Coordinate the onboarding of new vehicles, plant, and equipment.

• Ensure all required documentation, safety equipment, registrations, inspections, and compliance requirements are completed before mobilization.

• Assist with employee onboarding, inductions, attendance tracking, and workforce compliance administration.

Continuous Improvement

• Identify opportunities to improve fleet reliability, compliance, documentation, cost control, and operational efficiency.

• Develop and implement improved processes and systems.

• Ensure maintenance and compliance activities are aligned with operational requirements.

Key Stakeholders

The Fleet Maintenance & Compliance Coordinator will work closely with:

• Operations

• Fleet Management

• Workshop Teams

• Compliance / HSEQ

• Procurement

• Finance

• Project Management

• Employees and Supervisors

• External workshops and service providers

• Suppliers and contractors

• Clients and regulatory bodies

Essential Requirements

• Previous experience in fleet maintenance, workshop administration, fleet coordination, compliance coordination, or a similar role.

• Strong understanding of preventative maintenance planning and scheduling.

• Experience managing compliance registers, inspections, certifications, and statutory requirements.

• Experience coordinating multiple assets across different locations.

• Strong administration, organization, and record-management skills.

• Experience with ERP or maintenance management systems; Odoo experience is preferred.

• Strong Microsoft Office skills, particularly Excel.

• Experience with purchasing, purchase orders, procurement, and expenditure tracking.

• Strong communication and stakeholder-management skills.

• Ability to work independently and manage competing priorities.

• Excellent attention to detail.

• Strong understanding of safety and compliance requirements.

• Current Australian Driver’s Licence.

Desirable Requirements

• Experience in heavy vehicle, transport, telecommunications, construction, fleet, plant, crane, or EWP industries.

• Certification in Heavy vehicle and automobile

• Knowledge of fleet registrations, inspections, and certification requirements.

• Experience managing lifting equipment, Test & Tag, fire extinguisher, first aid, spill kit, EDD kit, EWP, and crane compliance programs.

• Experience with budgeting, forecasting, and cost control.

• Knowledge of NHVR, HVNL, OH&S, and workplace safety requirements.

• Relevant Certificate, Diploma, Trade, or tertiary qualification in Mechanical, Automotive, Fleet Management, Logistics, Business Administration, or a related field.

Key Competencies

• Planning and organization

• Fleet and asset coordination

• Compliance management

• Preventative maintenance

• Data and records management

• Procurement and cost control

• Reporting and forecasting

• Risk identification and escalation

• Stakeholder communication

• Problem solving

• Microsoft Excel and ERP systems

• Continuous improvement

Key Performance Indicators

The successful candidate will be expected to:

• Maintain accurate and up-to-date fleet maintenance and compliance records.

• Ensure scheduled maintenance and inspections are completed within required timeframes.

• Maintain visibility of upcoming compliance and maintenance requirements.

• Minimize overdue inspections, certifications, and maintenance activities.

• Support maximum fleet availability and minimize unplanned downtime.

• Provide accurate maintenance and compliance forecasting.

• Maintain accurate procurement and expenditure records.

• Ensure fleet assets are compliant and mobilization ready.

• Provide timely and accurate reporting to management.

• Maintain audit-ready documentation.

Role Success

Success in this role will be demonstrated through strong control and visibility of the company’s national fleet maintenance and compliance requirements, timely completion of all statutory and preventative maintenance activities, accurate forecasting and reporting, effective cost control, and ongoing support of a safe, compliant, reliable, and operationally ready fleet.