HR & Compliance Administrator

About the Position

IOS Fleet Management is looking for a highly organised, professional and detail-oriented HR & Compliance Administrator to join our team in Pinetown/New Germany.

This is a hands-on position combining general human resources administration with driver and fleet compliance oversight. The successful candidate will be responsible for maintaining accurate employee records, supporting recruitment and onboarding, managing HR documentation and processes, while ensuring that our staff remain compliant with the required company, safety and operational standards.

The position will play an important role in ensuring that our staff are properly documented, inducted, trained and monitored, and that all HR and compliance records are maintained accurately and are readily available for audits, management reviews and operational requirements.

Key Responsibilities

Human Resources

• Maintain accurate and confidential employee personnel files.
• Assist with recruitment, interviewing, reference checks and onboarding.
• Prepare and maintain employment contracts and HR documentation.
• Maintain employee records, attendance, leave and absenteeism records.
• Monitor probation periods and fixed-term contract expiry dates.
• Coordinate employee inductions and company policy acknowledgements.
• Maintain training and competency records.
• Prepare HR correspondence, notices and other employee documentation.
• Assist management with disciplinary, grievance and employee-relations procedures.
• Maintain accurate records and documentation relating to disciplinary hearings.
• Coordinate hearing documentation, notices, attendance records, minutes and outcomes.
• Ensure HR paperwork is properly filed and maintained.
• Maintain confidentiality of all employee and company information.

Driver & Fleet Compliance

• Maintain a complete and up-to-date driver compliance register.
• Monitor Code 14 driving licences and Professional Driving Permits (PrDPs) and other required driver documentation.
• Track licence, permit, medical, training and competency expiry dates.
• Ensure new drivers complete the required IOS Fleet Management induction process before being allocated to operational duties.
• Maintain driver induction and training records.
• Monitor compliance with IOS Fleet Management driver SOPs and safety procedures.
• Maintain records of driver acknowledgements and policy sign-offs.
• Follow up outstanding driver documentation and compliance requirements.
• Escalate expired, missing or non-compliant documentation to management.
• Maintain records relating to driver incidents, accidents, warnings and disciplinary matters.
• Assist management with investigations and disciplinary processes involving drivers.
• Ensure compliance records are properly organised and readily available when required.

Compliance Administration

• Maintain HR and driver compliance registers.
• Conduct regular checks of employee and driver files.
• Monitor upcoming compliance and documentation expiries.
• Follow up outstanding documentation and corrective actions.
• Maintain audit-ready records.
• Ensure company forms, checklists, acknowledgements and registers are completed correctly.
• Assist management in implementing and maintaining company policies and SOPs.
• Identify administrative or compliance gaps and escalate them appropriately.
• Maintain a clear record of corrective actions and their completion.

The Ideal Candidate

We are looking for someone who is:

• Highly organised and extremely detail-oriented.
• Strong with paperwork, administration and record keeping.
• Professional and able to deal confidently with employees and management.
• Comfortable working in a transport, logistics or fleet environment.
• Able to manage confidential information appropriately.
• Firm but professional when dealing with compliance issues.
• Able to work independently and take ownership of outstanding tasks.
• Comfortable following up employees and managers when documentation is outstanding.
• Able to maintain accurate records under pressure.
• Proficient in Microsoft Office, particularly Word and Excel.
• Able to communicate clearly in English, both verbally and in writing.

Experience

Previous experience in HR administration, compliance administration, transport/logistics administration or fleet compliance will be advantageous.

Experience dealing with Code 14 drivers, PrDPs, driver files, inductions, training records, disciplinary procedures or transport-related compliance will be highly beneficial.

An HR qualification, certificate or relevant administrative/compliance qualification will be advantageous.

What You'll Be Responsible For

The successful candidate will effectively become the custodian of IOS Fleet Management's employee and driver compliance records.

You will be expected to know:

• Who is employed by the company.
• Which documents each employee has submitted.
• Which driver licences and permits are valid.
• Which documents are approaching expiry.
• Which drivers have completed induction.
• Which training has been completed.
• Which compliance issues remain outstanding.
• Which disciplinary or employee-relations matters are open.
• Whether the required paperwork and records are properly maintained.

Accuracy, confidentiality, follow-through and attention to detail are therefore essential.

Key Performance Expectations

The successful candidate will be expected to maintain:

• Accurate employee files.
• Accurate driver compliance files.
• Up-to-date licence and permit registers.
• Current induction and training records.
• Properly documented disciplinary processes.
• Accurate HR records.
• Timely follow-up of outstanding documentation.
• Audit-ready compliance records.

If you are an organised HR professional who enjoys taking ownership, maintaining high standards and working in a fast-paced fleet environment, we would like to hear from you.

Location: Pinetown / New Germany, KwaZulu-Natal

Pay: R8 000,00 - R15 000,00 per month

Work Location: In person