We are seeking a highly organised Accounts & Fleet Compliance Coordinator to join our team. This role combines Accounts with transport and fleet compliance coordination, supporting both our financial operations and heavy vehicle fleet.
You will work closely with the Directors and Operational Manager to ensure the smooth running of financial processes in both payable and receivable, driver administration, and regulatory compliance.
This is an excellent opportunity for someone who enjoys a varied role across accounts, administration and transport operations.
Accounts & Finance
* Manage Accounts Payable including processing invoices and ensuring timely payments.
* Manage Accounts Receivable including creating, issuing and following up client invoices.
* Perform bank reconciliations for business accounts.
* Coordinate timesheets and process weekly payroll.
* Process weekly superannuation payments through Xero accounting software.
* Lodge and pay monthly IAS and quarterly BAS.
* Report and pay quarterly ACT Long Service Leave obligations.
* Prepare end-of-month batch payments for Director approval and process payments.
* Send remittances to suppliers.
* Provide monthly financial updates to Directors and the Operational Manager.
* Prepare profit and loss reporting for company vehicles and trucks.
* Invoice weekly truck dockets to clients.
Transport Administration & Fleet Coordination
* Coordinate heavy vehicle documentation including:
o Pre-trip records
o Fault reports
o Weight records
o Truck dockets
* Maintain vehicle service schedules and ensure servicing is completed on time.
* Track and maintain vehicle registers and maintenance records.
* Ensure drivers complete and submit required paperwork including work diary pages.
* Review work diary pages to ensure drivers remain within fatigue management limits.
* Cross-check work diary entries against secondary records for accuracy.
* Data entry of site-specific truck dockets.
Compliance & Driver Administration
* Support compliance under the National Heavy Vehicle Accreditation Scheme.
* Maintain training, employee, vehicle and medical registers.
* Conduct driver inductions.
* Ensure compliance with fatigue management requirements.
* Ensure NHVR stickers are current and ordered when required.
* Implement systems to ensure drivers complete pre-trip inspections and report faults.
* Identify non-conformances and assist with corrective action reports.
* Prepare quarterly compliance statements and support annual internal reviews.
* Conduct toolbox meetings with drivers where required.
Office Administration & Support
* Manage office email accounts for Accounts, Administration and Truck Coordination.
* Provide high-level administrative support to Directors and office staff.
* Manage office stationery, supplies and uniform orders.
* Create and maintain company documents, registers and spreadsheets.
* Oversee supplier and customer enquiries.
* Present accounts updates during monthly staff meetings.
* Assist with organising quarterly company social events.