Transport ✦ Compliance ✦ Dedicated
Fleet compliance
administrator
Licences, medicals, maintenance schedules, accreditation documents and subcontractor insurances tracked with rolling expiry lists — so an audit is a paperwork exercise rather than an emergency.
Looking for this kind of work yourself? Apply at staffingsolutions.ph — this page is written for businesses hiring.
$14/hrFrom, + GST · full-time
Up to 70%Vs. a local hire
ExpiriesFlagged 30 days out
~2 wksBrief → first day
Compliance fails on record-keeping, not intent
No operator intends to run a truck with an overdue service or a driver with an expired medical. It happens because the certificate expired in March, the register is a spreadsheet somebody updated in January, and the person who would have noticed was covering dispatch.
The consequences are not administrative. They are an uninsured subcontractor, a failed audit, or a chain-of-responsibility problem you cannot document your way out of.
A dedicated administrator turns it into a system: everything registered with an expiry date, everything flagged thirty days out, everything evidenced.
What they keep current
- Driver documentation — Licences, endorsements, medicals and inductions registered with expiry dates and chased ahead of lapse.
- Fatigue records — Work diary records collected, filed and checked for completeness against your requirements.
- Maintenance schedules — Servicing and inspection schedules tracked per vehicle, with bookings arranged and records filed.
- Accreditation documents — NHVAS or other accreditation evidence gathered and indexed continuously rather than before an audit.
- Subcontractor compliance — Insurances, licences and accreditations collected and verified before a subbie is engaged, then tracked to expiry.
- Incident records — Incident and damage reports logged and tracked to closure — the record-keeping half, not the safety judgement.
- Audit preparation — Everything an auditor or customer asks for, assembled and indexed rather than hunted.
- Compliance reporting — What is expiring, what is overdue and what is missing — weekly.
The chain-of-responsibility line
This role keeps records and chases documents. Every safety and compliance decision requires someone with the authority and the presence to make it.
- Chain of responsibility decisionsFatigue, mass, dimension and load restraint decisions are made by people with authority and presence. Never remote.
- Fitness for dutyWhether a driver is fit to drive is not an administrative judgement.
- Vehicle roadworthinessRecording a service is not certifying a vehicle.
- Incident determinationsWhat happened and what should change is decided by your operations and safety people.
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Questions
Frequently asked
Can they verify a licence is genuine?
They can check public registers where one exists and log the evidence. What they cannot do is form a judgement about fitness or competence — that is a separate question from whether the paperwork is current.
What happens when a subcontractor ignores them?
Escalation on a schedule you set — chase at thirty days, again at fourteen, escalate to your operations manager at seven, and no work allocated without current documents. The rule has to come from you; they enforce it.
Is this enough to satisfy an audit?
The record-keeping half, which is usually where audits find problems. It does not replace your safety management system, your competent persons or your operational processes — it makes them auditable.
How much does it cost?
From $14/hr + GST full-time — up to 70% less than a local hire, with no placement fee. Run your numbers →
Full-time, part-time or fewer hours?
Forty hours a week is our standard engagement and twenty is common. Below that we look at fifteen, ten or even five hours to get a role started, priced accordingly — a smaller engagement costs a little more per hour because the recruiting and management effort is the same. Plenty of clients begin at ten hours and grow the role once they see what comes off their desk.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.