Fleet Administrator

Job brief

The Fleet Operations & Compliance Coordinator is responsible for managing day-to-day fleet administration, ensuring regulatory compliance, supporting cost control initiatives, and delivering accurate reporting across multiple systems. This role plays a key part in maintaining operational efficiency, data integrity, safety compliance, and supporting organizational sustainability (Net Zero) goals.

Responsibilities & Duties

• Prepare and deliver ad hoc reports and quarterly analysis, including accident claims, Zero ZAPs, and Net Zero compliance metrics.
• Maintain accurate billing charge numbers for all vehicles, ensuring updates are consistently reflected across five systems.
• Ensure compliance with licensing, title management, and state transfer requirements.
• Manage all vehicle registration activities, including status requests, issue resolution, missing registrations, and DTH package requests; proactively monitor registration progress.
• Monitor overdue preventive maintenance and track active vehicle recalls ensuring timely resolution.
• Validate the accuracy of driver, vehicle, and billing data through routine audits and reviews.
• Administer driver setup in the Third-party system, including issuing, replacing, and managing fuel cards, and conducting quarterly driver reviews.
• Conduct monthly reviews of vehicle cost versus recovery data to identify discrepancies, inefficiencies, and utilization concerns.
• Perform vehicle cost audits, generate transaction reports, and provide billing support and cost analysis for fleet and project teams.
• Develop and distribute driver guidelines, safety materials, and ensure compliance with driver training, regional policies, and procedures.
• Resolve AECOM Accounts Payable (AP) coding rejections and discrepancies across five systems.
• Track fleet-related Net Zero emissions goals and support reporting requirements.
• Review fuel exception reports and flag potentially non-compliant transactions.
• Translate driver usage data into accurate mileage logs for submission, ensuring every trip is properly documented.
• Escalate issues and recommend resolutions to the Team Lead for timely support; propose alternatives in identified issues and assist in investigating and in resolving common and unusual issues.
• Ensure compliance with service level agreement, process, policies, and procedures
• Bachelor's Degree in Occupational Health & Safety, Risk Management, Industrial Hygiene, Public Health, Procurement, Logistics, other related field, or an equivalent relevant experience
• 4-5 years of experience in Third Party management or similar field
• Experience supporting geographically diverse organizations
• Highly communicative and organized, responsive, and detail oriented
• In-depth knowledge of industry standards and regulations related to SH&E
• Strong analytical skills and ability to assess compliance risks effectively.
• Proficient in MS Office and database management
• Experience with data management and/or analytics platforms such as Microsoft PowerBI

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM 

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, and service recognition awards.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work 

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community—where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.