New

Fleet & Asset Manager

Vaco
$60,000.00 - $80,000.00 / yr
United States, Florida, Yulee
Jul 09, 2026
Vaco of Highspring is staffing for aFleet & Asset Manager, onsite in far Northeast, FL, onsite daily with a chance of hybrid- 1 day remote, etc, after 90 day review. Hours are Mon-Fri with flex start/end time ranging from 7 am to 5pm as long as business needs are met. Reports To:Director of Finance Position 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. Core Responsibilities 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 qualifyingvessels, andequipment. Distribute and track annual tag renewals. Maintain communication withall applicable regulatory agencies such asDMV, Coast Guard, andDOT 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 usageand 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 specializedassets. 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. Qualifications 5+ years experience in fleet management, asset management, or operational oversight. 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. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com. Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly). Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.