Transportation Compliance & Fleet Administration Leader

Warehouse Services, Inc.; Mount Vernon (IN); On-site; USD 65,000 - 90,000; Full time

Job summary

Warehouse Services, Inc. in Mount Vernon, IN seeks a Transportation Compliance & Fleet Administration Leader to manage regulatory requirements, including fuel tax reporting, licensing, registrations, and fleet documentation across the organization.

This role oversees internal lease agreements and coordination with transportation operations to ensure accurate records and timely filings. Final candidates undergo background checks and post-offer drug screens.

Qualifications

• Experience in transportation regulatory compliance or fleet administration.
• Familiarity with IFTA, IRP, licensing and registrations.
• Experience administering equipment lease agreements.
• Strong organizational skills and ability to manage deadlines.
• Proficiency with Excel, Word, and fleet systems.

Responsibilities

• Manage IFTA reporting, filings, documentation, and record retention.
• Manage IRP registrations, renewals, additions, transfers, and documentation.
• Coordinate titles, plates, registrations, permits, and renewals for company vehicles.
• Maintain records of tractors, trailers, vehicles, and equipment.
• Monitor expiration dates and ensure timely filings.
• Maintain supporting documentation for fuel tax reporting and compliance.
• Coordinate with operations to obtain mileage, fuel, vehicle data for reporting.
• Prepare and maintain internal lease agreements for equipment between entities.
• Maintain records of ownership, lease terms, and documentation.
• Coordinate equipment additions, transfers, and removals to keep records accurate.
• Assist with transportation-related audits and provide docs to regulators/auditors.
• Maintain organized electronic/physical compliance records.
• Identify compliance gaps and implement corrective actions.
• Serve as primary administrative contact for licensing, registration, fuel tax, fleet docs.
• Coordinate with Finance/Accounting/Legal/Insurance/Operations as needed.
• Develop and maintain procedures to meet deadlines and regulatory requirements.
• Perform other transportation compliance and admin duties.

Skills

Organizational skills

Attention to detail

Communication skills

Microsoft Excel

Microsoft Word

Fleet management systems

Regulatory compliance knowledge

Tools

IFTA reporting software

IRP management software

Vehicle licensing systems

Job description

Transportation Compliance & Fleet Administration Leader

Job Category: Professionals

Requisition Number: TRANS003190

• Full-Time

Description

POSITION:Transportation Compliance & Fleet Administration Leader
LOCATION:Mount Vernon, IN

The Transportation Compliance & Fleet Administration Leader is responsible for managing transportation-related regulatory and administrative requirements across the organization. This position oversees fuel tax reporting, vehicle licensing and registrations, permits, internal equipment lease agreements, and related fleet compliance documentation.

The role ensures company vehicles and transportation operations remain properly registered, licensed, documented, and compliant with applicable federal, state, and local requirements. The position also serves as a central resource for transportation operations regarding fleet documentation, regulatory filings, and internal lease administration.

DUTIES & RESPONSIBILITIES:

• Manage International Fuel Tax Agreement (IFTA) reporting, filings, documentation, and record retention.
• Manage International Registration Plan (IRP) registrations, renewals, additions, transfers, and required documentation.
• Coordinate vehicle titles, license plates, registrations, permits, and renewals for company-owned and leased transportation equipment.
• Maintain accurate records of tractors, trailers, vehicles, and other transportation equipment.
• Monitor expiration dates and ensure registrations, licenses, permits, and required filings are completed timely.
• Maintain required supporting documentation for fuel tax reporting and transportation compliance.
• Coordinate with transportation operations to obtain mileage, fuel, vehicle, and other information necessary for regulatory reporting.
• Prepare and maintain internal lease agreements for transportation equipment utilized between company entities, divisions, or operating locations.
• Maintain records of equipment ownership, assigned operating entity, lease terms, and related documentation.
• Coordinate equipment additions, transfers, replacements, and removals to ensure records and registrations remain accurate.
• Assist with transportation-related audits and provide requested documentation to regulatory agencies, auditors, and company leadership.
• Maintain organized electronic and physical transportation compliance records.
• Identify compliance gaps and work with transportation leadership to implement corrective actions.
• Serve as the primary administrative contact for transportation licensing, registration, fuel tax, and fleet documentation matters.
• Coordinate with Finance, Accounting, Legal, Insurance, and Transportation Operations as necessary.
• Develop and maintain procedures and tracking systems to ensure deadlines and regulatory requirements are consistently met.
• Perform other transportation compliance and administrative duties as assigned.

REQUIRED QUALIFICATIONS:

• Experience in transportation, trucking, fleet administration, regulatory compliance, or a related field preferred.
• Working knowledge of IFTA, IRP, vehicle licensing, registration, permitting, and fleet documentation preferred.
• Experience administering equipment or vehicle lease agreements preferred.
• Strong organizational skills with the ability to manage multiple deadlines and renewal requirements.
• Strong attention to detail and accuracy.
• Ability to maintain confidential and sensitive company information.
• Proficiency with Microsoft Excel, Word, and transportation/fleet management systems.
• Strong written and verbal communication skills.
• Ability to work effectively with transportation operations, accounting, finance, and corporate leadership.

Final candidates must possess a solid work history, pass pre-employment background and post offer drug screen/physical.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.