The Fleet Operations & Compliance Coordinator is responsible for the day-to-day coordination, monitoring and administration of the company’s vehicle fleet and driver compliance requirements.

This is a hands-on role focused primarily on fleet readiness, vehicle compliance, driver checks, maintenance records, defects and operational documentation.

The position is responsible for ensuring that vehicles and drivers are ready and compliant for daily operations and that all required records, inspections, servicing and documentation are kept accurate and up to date.

This is not primarily a rostering or bookings position. The main focus is ensuring the company’s fleet and drivers meet operational, safety and compliance requirements.

Key ResponsibilitiesFleet Operations

- Conduct daily checks of fleet availability and vehicle operational status.
- Ensure vehicles scheduled for operation are roadworthy and available for service.
- Maintain accurate records of all vehicles within company fleet management systems.
- Monitor vehicle registrations, inspections, servicing and other expiry dates.
- Coordinate scheduled servicing, repairs and inspections with workshops and suppliers.
- Follow up vehicles that are off-road and obtain updates regarding expected completion dates.
- Ensure completed maintenance and repair documentation is received and properly recorded.
- Monitor vehicle kilometres/odometer readings to assist with preventative maintenance scheduling.
- Ensure vehicle information is consistent across company systems.
- Maintain accurate records for each vehicle, including maintenance history and compliance documentation.

Vehicle Defects
- Review driver-reported vehicle defects daily.
- Ensure defects are properly recorded and allocated for action.
- Determine whether defects require immediate escalation to management or maintenance personnel.
- Follow up outstanding defects until they have been rectified.
- Obtain supporting repair documentation and evidence of defect closure.
- Ensure vehicles with serious safety defects are not returned to operation until appropriately cleared.
- Maintain an accurate record of open and closed defects.

Driver Compliance Checks
- Monitor driver completion of required pre-departure checks.
- Monitor completion of end-of-shift procedures.
- Check Driver App compliance and follow up drivers who fail to complete required processes.
- Check that drivers complete required breathalyser procedures before commencing work.
- Monitor Driver Work Diary and fatigue-management documentation where applicable.
- Check required driver licences, authorities and other documentation remain current.
- Maintain driver compliance and expiry records.
- Follow up missing or incomplete driver paperwork.
- Report repeated non-compliance to management for further action.

Daily Vehicle Compliance Monitor and follow up requirements including:
- Pre-departure vehicle inspections.
- Vehicle defect reporting.




- Odometer accuracy.
- Fuel and AdBlue requirements.
- Tachograph records where applicable.
- Driver Work Diary requirements.
- Vehicle cleanliness and presentation.
- Required safety equipment.
- Registration and inspection status.
- Maintenance and service due dates.

Any serious safety or compliance issue must be escalated immediately.

Maintenance Coordination

- Maintain the preventative maintenance schedule for the fleet.
- Identify upcoming servicing requirements before vehicles become overdue.
- Coordinate vehicle availability with workshops and operational staff.
- Book vehicles for servicing, inspections and repairs.
- Follow up workshops regarding outstanding vehicles.
- Collect invoices, job cards, inspection reports and maintenance documentation.
- Confirm completed work is correctly entered into company systems.
- Assist management in identifying recurring mechanical issues and vehicles with excessive maintenance requirements.

Fleet Documentation & Systems Maintain accurate and current information within relevant company systems, including:
- Fleet management systems.
- Maintenance systems.
- Driver compliance systems.
- Registration records.
- Inspection records.
- Vehicle servicing records.
- Defect records.
- Driver App records.
- Operational spreadsheets and registers.
- BIMS/ASAR or other regulatory systems where applicable.

The Coordinator is responsible for regularly checking that electronic records match the actual status of each vehicle. Compliance & Audit Preparation
- Maintain fleet and driver records in an audit-ready condition.
- Assist management with BOAS and other transport compliance requirements.
- Prepare documents and records requested during audits or accreditation reviews.
- Maintain evidence of vehicle maintenance, inspections and defect rectification.
- Ensure required records can be easily retrieved when requested.
- Identify missing compliance documents before they become an audit issue.
- Assist with internal compliance checks of drivers and vehicles.

Incidents & Vehicle Damage
- Record accidents, incidents and vehicle damage.
- Obtain relevant driver reports and supporting information.
- Assist with collecting CCTV, photographs, GPS information and other evidence where required.
- Arrange vehicle inspections and repairs following incidents.
- Maintain records of vehicle damage and repair status.
- Follow up outstanding incident documentation with drivers.
- Escalate serious incidents immediately to management.





Daily Priorities The Fleet Operations & Compliance Coordinator should have a clear understanding each day of:
- Which vehicles are operational and which are off-road.
- Which vehicles have outstanding defects.
- Which vehicles are due or overdue for servicing or inspection.
- Which drivers have outstanding compliance requirements.
- Whether pre-departure and end-of-shift requirements are being completed.
- What registrations, inspections, licences or other documents are approaching expiry.
- What fleet or compliance matters require management attention.

Skills & Experience The successful candidate should have:
- Solid attention to detail.
- Excellent organisational and record-keeping skills.
- Confidence following up drivers and maintenance providers.
- Ability to manage multiple vehicles, defects and deadlines simultaneously.
- Good computer skills, particularly Microsoft Excel and Outlook.
- Ability to learn fleet, maintenance and compliance software.
- Basic understanding of vehicle maintenance and mechanical terminology.
- Strong communication skills.
- Ability to identify and escalate safety and compliance concerns.
- A proactive approach to following tasks through to completion.

Experience within bus/coach operations, heavy vehicles, fleet management, transport compliance, logistics or vehicle maintenance administration will be highly regarded. A current MR or HR licence would also be advantageous.

Personal Attributes The successful person must be:

- Highly organised.
- Detail focused.
- Reliable and accountable.
- Comfortable checking and challenging incomplete paperwork.
- Persistent with follow-ups.
- Able to work independently.
- Practical and solutions focused.
- Comfortable working between the office, depot, drivers and workshops.
- Willing to take ownership of fleet and compliance matters.

Key Performance Expectations The position will be measured primarily on:
- No vehicles operating with known critical defects.
- Services and inspections completed before becoming overdue.
- Registrations and compliance requirements remaining current.
- Driver compliance requirements being monitored and followed up.
- Defects being properly recorded, followed up and closed.
- Fleet records being accurate and current.
- Maintenance documentation being complete and easily retrievable.
- Compliance records remaining audit-ready.
- Management being advised early of upcoming risks rather than after deadlines have passed.

Core Objective The purpose of this position is simple: Every driver compliant. Every vehicle compliant. Every defect followed up. Every service and inspection completed on time. Every record accurate and audit-ready.

The Fleet Operations & Compliance Coordinator is expected to take ownership of these responsibilities and proactively identify issues before they become operational, safety or compliance problems.

Pay: $61,325.85 – $86,500.00 per year

Work Location: In person

📌 Fleet Operations & Compliance Coordinator (Turrella)
🏢 BRIGHTON COACH
📍 Turrella