Fleet Administrator

Retro Traffic; Sydney; On-site; AUD 65,000 - 75,000; Full time

Job summary

Retro Traffic in Sydney is seeking a Fleet Administrator to join the Rydalmere team. The role covers fleet administration, coordination, compliance and reporting to support 220 vehicles and 150 assets.

You will work with the Fleet Manager and stakeholders to ensure vehicle availability, servicing, registrations and driver records, while driving continuous improvement in safety and efficiency.

Qualifications

• Organised and analytical with a solutions-focused mindset.
• Strong communication and problem-solving ability in a fast-paced environment.
• Commitment to safety, compliance, and continuous improvement.

Responsibilities

• Manage Fleet inbox and coordinate day-to-day fleet administration for 220 vehicles and 150 assets.
• Schedule servicing, repairs, inspections, and maintenance with suppliers and internal stakeholders.
• Maintain accurate vehicle, driver, equipment, and compliance records; track actions and outcomes.
• Monitor registrations, training expiries, and compliance requirements; support onboarding and inductions.
• Produce monthly fleet reports, identify trends, risks and cost-saving opportunities.
• Assist with supplier performance reviews and process improvements.

Skills

Organised

Analytical

Solutions-focused

Safety-focused

Effective communication

Problem solving

Tools

Excel

GPS/Telematics

Fleet management software

Job description

Rydalmere, Sydney NSW

Full-Time | Monday–Friday | Competitive Salary | 1-in-4 On-Call Roster

Join a growing Australian business | Broad fleet role | Career development opportunity

Retro Traffic is a leading Australian traffic management and road safety business operating across NSW and QLD. As our business continues to grow, we are seeking an experienced and motivated Fleet Administrator to join our Rydalmere team.

This role will play an important part in strengthening our fleet administration, reporting and compliance processes while supporting the operational demands of a growing workforce.

Reporting to the Fleet Manager, this is a varied and fast‑paced role responsible for supporting the day‑to‑day administration, coordination, compliance and reporting of Retro Traffic’s fleet operations.

You will play an important role in keeping vehicles available, maintenance and compliance requirements on track, suppliers accountable and fleet information accurate and up to date.

About the Role

Working closely with the Fleet Manager, Operations and key stakeholders, your responsibilities will include:

Fleet Administration & Coordination

Manage the Fleet inbox, prioritising requests and following urgent actions through to resolution.

Coordinate the day-to-day administration of a growing fleet of 220 vehicles and 150 assets, monitoring vehicle availability, allocation, defects, compliance requirements and outstanding actions.

Coordinate vehicle servicing, repairs, inspections and maintenance bookings with suppliers and internal stakeholders, ensuring work is completed within agreed timeframes and vehicle downtime is minimised.

Maintain accurate vehicle, driver, equipment and compliance records and registers.

Maintain repair and action logs, ensuring clear ownership, due dates, status updates and timely follow-up through to completion.

Follow up suppliers regarding progress, delays, vehicle downtime, documentation and outstanding works.

Manage inbound traffic and parking infringements and ensure they are allocated to the relevant driver promptly.

Coordinate vehicle inductions, onboarding, training records and vehicle or equipment movements.

Manage fuel card and e-tag ordering, monitoring and cancellation processes.

Coordinate vehicle registration renewals, inspections and associated documentation as required.

Reporting, Data & Analysis

Review fleet data and operational information to identify exceptions, unusual activity, risks and unresolved issues.

Review GPS and telematics data, including utilisation, idling, overspeed events, office kilometres and agreed driver metrics.

Prepare concise exception reporting, clearly identifying what has occurred, why it matters, required actions, ownership and timeframes.

Produce accurate monthly fleet reports and analyse trends, risks, anomalies and opportunities to reduce costs, downtime and administrative effort.

Review vehicle downtime, repeat repairs, unresolved defects and supplier turnaround times, escalating recurring issues where required.

Validate and maintain fleet, driver and equipment records to ensure data integrity.

Compliance, Safety & Continuous Improvement

Participate in a 1-in-4 on‑call roster to assist with urgent fleet enquiries and breakdown coordination outside normal business hours.

Monitor preventative maintenance schedules, registrations, inspections, training expiries and other compliance requirements.

Monitor vehicle, TMA and PORTABOOM VOC and training requirements and maintain supporting records.

Support vehicle onboarding and maintain incident, corrective‑action and compliance records, including requirements under Chain of Responsibility.

Conduct regular depot and desktop audits, including stocktakes, to maintain high standards of fleet organisation and record keeping.

Review supplier performance, costs and quality of work and identify opportunities to improve service and value.

Identify duplicated activities and inefficient processes and assist in improving fleet SOPs, work instructions, systems and reporting.

Provide administrative and analytical support to the Fleet Manager, Operations and supervisors as required.

About You

We are looking for someone who is organised, analytical and solutions-focused, with the ability to manage competing priorities while maintaining a strong focus on safety, compliance and operational outcomes.

To be successful in this role, you will have:

• Australian Citizenship or Permanent Residency (sponsorship is not available for this position).
• Experience in fleet administration, fleet coordination, transport operations, vehicle maintenance administration or a similar environment.
• Practical understanding of vehicle servicing, preventative maintenance and repairs, with the ability to identify and escal…
• Strong administration, Excel, reporting and systems skills, including experience with fleet management, GPS or telematics systems.
• Strong analytical capability, with the ability to identify unusual results, investigate issues and turn information into clear actions.
• Excellent attention to detail and the ability to maintain accurate and reliable records.
• The ability to manage competing priorities, meet deadlines and work effectively in a high-volume operational environment.
• Strong follow-up skills and the confidence to engage with drivers, supervisors, managers and external suppliers to ensure actions are completed.
• Clear and professional communication skills, with the ability to build effective working relationships while maintaining accountability.
• An understanding of legislation and standards relevant to fleet, transport or traffic-management operations, or the ability to quickly develop this knowledge.
• The ability to work autonomously while contributing effectively within a broader operational team.
• A practical, adaptable and proactive approach.
• A strong commitment to safety, compliance, integrity and continuous improvement.

Why Join Retro Traffic?

This is a hands‑on role with genuine visibility across the business, providing the opportunity to work closely with Fleet and Operations leadership and contribute to improvements in fleet performance, compliance, cost control and operational efficiency.

You will work across fleet management, reporting, supplier management, compliance and process improvement, with the opportunity to contribute ideas and help shape how Retro Traffic's fleet function operates as the business continues to grow.