Fleet Compliance Administrator in Aberdeen

First Response Group is not just a workplace. It is a vibrant community where passion fuels our excellence, integrity guides our conduct, empowerment shapes our successes, and a sense of community binds us together. We are pioneers in our field, and we seek to inspire every person to reach their maximum potential.

The Fleet Compliance Administrator will play a central role in supporting the compliance function across First Response Group (FRG). This position is responsible for coordinating, monitoring, and maintaining compliance activities across the business, with a particular focus on fleet compliance. The role will ensure that all compliance processes are effectively administered, recorded, and followed through to completion, supporting both operational and accreditation requirements.

About the Role

• Compliance Administration: Provide day-to-day administrative support to the SHEQ Manager and SHEQ Director, ensuring the smooth operation of the compliance function. Log, track, and monitor compliance activities, audits, and corrective actions across the business. Produce audit reports and ensure all actions are allocated, monitored, and closed within agreed deadlines. Maintain accurate, organised, and up-to-date compliance records and documentation. Assist in preparing evidence and documentation for both internal and external audits.
• Accreditations Support: Assist in maintaining compliance with ISO standards including ISO 9001 (Quality Management), ISO 14001 (Environmental Management), and ISO 45001 (Health & Safety Management). Gather, organise, and maintain documentation required for accreditation audits. Monitor compliance against accreditation criteria and flag any risks, shortfalls, or required improvements. Assist in implementing and maintaining processes that drive continuous improvement across all standards. Work with internal teams to ensure consistent adherence to accreditation frameworks.
• Fleet Compliance Management: Take full ownership of fleet compliance across FRG, ensuring all legal and company requirements are met. Ensure all company vehicles are serviced, MOT compliant, taxed, and insured on schedule. Maintain detailed and accurate fleet records, including service logs, insurance documents, and vehicle histories. Manage vehicle hire and off-hire processes, ensuring appropriate insurance is always in place. Oversee all vehicle-related incidents from initial report through to investigation and final resolution. Liaise with insurers, brokers, underwriters, and repair centres to progress and manage claims. Maintain comprehensive accident and incident records to ensure full compliance with reporting requirements. Administer and manage all driver related offences, such as parking fines and speeding tickets, ensuring each incident is logged, investigated, and resolved in line with company policy.
• General Duties: Provide wider administrative support to the compliance function as needed. Ensure all compliance and fleet data is accurately recorded, well organised, and easily retrievable. Contribute to continuous improvement initiatives across compliance and fleet management. Build strong relationships with internal teams to promote a positive and proactive compliance culture. Occasionally assist with collecting and dropping off company vehicles.

Requirements

• A full, clean UK driving licence, including the ability to drive manual vehicles (essential).
• Previous experience in an administrative or compliance-focused role, ideally within a fast-paced environment.
• Excellent organisational skills, with the ability to manage multiple tasks and workstreams efficiently.
• Strong attention to detail and a high level of accuracy in record keeping and documentation.
• Experience in fleet administration or vehicle compliance (desirable).
• A good understanding of ISO standards, particularly ISO 9001, 14001 and 45001 (advantageous but not essential).
• Confident communication skills, with the ability to work effectively with both internal colleagues and external partners.
• Proficiency in Microsoft Office and experience using compliance or management information systems.