Senior Fleet Regulatory Specialist

Job Summary

The Senior Fleet Regulatory Specialist is responsible for leading the internal management of vehicle and trailer licensing, registration, and tax filings, including IFTA and state-specific requirements. The responsibilities include overseeing the preparation and filing of quarterly IFTA tax returns, managing monthly and quarterly state tax filings, coordinating the registration and renewal of vehicle and trailer licenses, maintaining compliance with state and federal regulations, generating reports on tax liabilities and compliance metrics, and serving as the primary point of contact for state tax agencies and internal departments. The candidate will also identify and implement improvements in data collection, filing accuracy, and workflow efficiency, and prepare for and support audits as needed.

Principle Duties and Responsibilities

• IFTA Management: Oversee the preparation and filing of quarterly IFTA tax returns. Ensure accurate collection and reporting of mileage and fuel data across all fleet units 
• State Tax Filings: Manage monthly and quarterly filings for New Mexico Weight Distance Tax, Kentucky KYU permits, Oregon Weight-Mile Tax, and New York Highway Use Tax 
• Licensing & Registration: Coordinate the registration and renewal of vehicle and trailer licenses across all operating states. Maintain compliance with state and federal regulations 
• Compliance Monitoring: Maintain a tax calendar and ensure all filings and payments are submitted on time. Monitor regulatory changes and ensure ongoing compliance 
• Internal Reporting: Generate reports on tax liabilities, filing status, and compliance metrics. Provide insights to leadership on cost-saving opportunities and risk mitigation 
• Process Optimization: Identify and implement improvements in data collection, filing accuracy, and workflow efficiency. Recommend technology solutions to streamline operations 
• Vendor & Agency Communication: Serve as the primary point of contact for state tax agencies and internal departments regarding vehicle tax and compliance matters 
• Documentation & Audit Readiness: Maintain organized records of all filings, payments, and correspondence. Prepare for and support audits as needed 

Qualifications

• Bachelor’s degree in Accounting, Business, Logistics, or a related field 
• Minimum of 3–5 years of experience in fleet regulatory compliance, tax filing, or transportation operations 
• Experience with IFTA and state-specific vehicle tax filings is required 
• Proficiency in Microsoft Excel and fleet management systems 
• Strong organizational and time management skills