Fleet & Asset Specialist (Internal Candidate)

Job Title: Fleet & Asset Specialist
Department: Finance
Reports To: Director of Finance
FLSA Status: Exempt
Effective Date: March 2026

White Oak conserves and sustains some of the earth's rarest wild animals through innovative training, research, education, and conservation breeding programs that contribute to the survival of wildlife in nature.  The conservation programs span 600 acres along the St. Mary’s River in northeast Florida, surrounded by 22,000 acres of mixed forest and wetlands that make up the beautiful White Oak property.  Founded in 1982, White Oak leads professional efforts to improve veterinary care, develop holistic animal management techniques, and better understand the biology of critically endangered species by providing excellent care and managing conservation programs for over 30 species of imperiled wildlife in large, naturalistic habitats. 

White Oak Mission:
Saving endangered wildlife and habitats through sustainable populations, expanding education initiatives, and responsible land stewardship.

Job Summary:

The Fleet & Asset Specialist is responsible for lifecycle management, compliance oversight, financial coordination, and operational tracking of all company-owned vehicles, mobile equipment, designated capital assets, and centralized asset registry records. This role ensures regulatory compliance, cost efficiency, accurate documentation, and alignment between operational use and financial reporting. The position serves as a control point between Operations, HR, Security, Vehicle Maintenance, Insurance providers, DMV/DOT authorities, and Accounting.

Essential Duties:
Fleet Procurement & Strategic Planning
•    Develop and maintain relationships with preferred fleet dealers and equipment vendors.
•    Negotiate pricing, service agreements, and procurement terms.
•    Evaluate fleet condition, age, and utilization and provide written recommendations.
•    Maintain a rolling 3–5 year fleet replacement forecast.
•    Ensure capital purchases follow approved expenditure policies.
Titling, Registration & Regulatory Compliance
•    Coordinate titling and registration of all vehicles and qualifying vessels, and equipment.
•    Distribute and track annual tag renewals.
•    Maintain communication with all applicable regulatory agencies such as DMV, Coast Guard, and DOT authorities.
•    Retire and cancel tags for decommissioned or scrapped vehicles.
•    Maintain master registration and compliance calendar.
Fuel Program Management 
•    Administer company fuel program 
•    Assign fuel cards to vehicles and/or drivers.
•    Monitor fuel usage and anomalies.
•    Review monthly fuel spend reports and flag irregular activity.
•    Coordinate reconciliation with Accounting.
Maintenance & Safety Coordination
•    Maintain centralized maintenance documentation for all fleet assets.
•    Coordinate with Vehicle Maintenance Manager regarding preventative maintenance schedules.
•    Track inspection certifications and compliance deadlines.
•    Conduct periodic safety verification audits.
Insurance & Risk Coordination
•    Coordinate insurance coverage for all fleet, vessels, and specialized assets.
•    Ensure newly acquired assets are added to policies promptly.
•    Distribute updated insurance certificates to departments.
•    Support accident and claims documentation in coordination with Security.
Key & Access Control
•    Maintain master key log and assigned vehicle documentation.
•    Conduct periodic physical verification of vehicle possession.
•    Coordinate with Security for access-related issues.
Asset Inventory & Lifecycle Management
•    Maintain inventory of additional mobile and high-value assets (e.g., generators, trailers, specialty equipment).
•    Track inspection status, location, and maintenance records.
•    Coordinate internal transfers and retitling when required.
•    Manage asset disposition including sale, auction, scrap, or decommissioning.
•    Ensure proper documentation for accounting gain/loss recognition.
Real Property & Deeded Asset Registry (Limited Oversight)
•    Maintain centralized registry of company-owned real property including parcel numbers, legal descriptions, physical addresses, and county jurisdiction.
•    Maintain copies of deeds and related documentation.
•    Track key compliance dates related to property tax cycles and filings.
•    Coordinate with Accounting regarding annual property tax reporting and Statement of Values reconciliation.
•    Support documentation requests for audits or due diligence processes.
•    Property tax payments and financial reconciliation remain the responsibility of the Accounting Department.
Financial Coordination & Budget Oversight
•    Develop annual fleet operating budget (fuel, maintenance, registration, insurance).
•    Monitor budget vs. actual performance monthly and provide variance explanations.
•    Provide Accounting with complete asset documentation upon acquisition or disposal.
•    Support annual asset reconciliations and audit requests.
•    Maintain updated Statement of Values asset list.
Cross-Departmental Coordination
•    Coordinate with HR regarding driver eligibility and MVR compliance.
•    Coordinate with Security for accident reporting and incident documentation.
•    Ensure alignment between Operations and Accounting for asset tracking and compliance.

The above cited duties and responsibilities describe the general nature and level of work performed by people assigned to the job.  They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

Education and Work Experience Requirements:  

·        5 years experience in fleet management, asset management, or operational oversight.

Knowledge/Skills/Abilities:

·        Strong vendor negotiation and procurement skills.

·        Knowledge of DOT regulations and compliance standards.

·        Experience with asset tracking systems and maintenance software.

·        Strong organizational and analytical skills.

·        Ability to coordinate cross-functionally across departments.

·        Proficient use of Excel.

Physical Requirements, Hazards, and Special Working Conditions:
•    Must have valid Florida or Georgia drivers’ license.
 

White Oak Conservation is committed to creating an environment where diverse perspectives are welcome, and to nurturing a culture where everyone feels valued and appreciated. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender, race, color, age, national origin, religion, disability, marital status, sexual orientation, gender identity/expression, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law.