Fleet Manager in Lewistown, Montana at American Prairie Foundation

TITLE: Fleet Manager

DIVISION: Conservation

REPORTS TO: Regional Facilities Maintenance Director

LOCATION: Lewistown, MT

FLSA STATUS: Non-Exempt

GROUP: Core

HOURS: Full time at 40 hours per week

BENEFITS OFFERED: Paid Time Off (Vacation, Holidays, Sick, Volunteer, Parental, Sabbatical)

401K

Health Insurance (Medical, Dental, Vision)

Flexible Savings or Health Savings Account

Dependent Care Account

Voluntary Vision & Dental

Short-term Disability Insurance

Work Role Provisions

Reserve Lodging Perks

Corporate Discounts

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job description details including title, duties, division, reports to, supervises, work location, FLSA status, group, hours, and benefits are subject to change at the discretion and needs of the organization and ensure compliance with applicable laws and regulations.

Job Purpose: This position is a dual-role, dividing time between managing American Prairie’s fleet operations (70%) and supporting infrastructure and maintenance work (30%). This role oversees the full lifecycle of vehicles, heavy equipment, trailers, and other gas and diesel assets, ensuring operational readiness, safety compliance, and proper record-keeping. In addition to day to day operational oversight, this role is hands-on in assisting with fleet repairs, routine maintenance, and infrastructure projects to support the upkeep and restoration of the organization’s assets.

Primary Job Duties:

70% Fleet Operations and Administration

• Administer and maintain the organization’s fleet management system, including coordinating scheduling and use of vehicles and monitoring maintenance schedules to ensure optimal performance.

• Coordinate with vendors and service providers for timely repairs and servicing, while determining and prioritizing fleet work needs, and maintaining accurate paper and electronic records in accordance with asset management and safety protocols.

• Ensure current registrations.

• Maintain maintenance and safety records to comply with insurance requirements.

• Responsible for managing budget related to fleet maintenance and contributing to the budget process by providing field-informed information including anticipated maintenance needs, repair timelines, and cost considerations for vehicles and equipment.

• Develop, support expansion as required, and continuously improve fleet management programs to enhance operational efficiency, safety, and cost-effectiveness.

• Execute fleet (vehicles and equipment) acquisitions and disposals within Asset and Infrastructures guidelines and budget.

• Monitor infrastructure rolling stock and assets while completing job duties to identify and report real or potential items of interest or concern whether regarding property, land, livestock, wildlife or people.

• Develop and update Standard Operating Procedures (SOPs) for vehicle use, maintenance, and safety in coordination with the Safety Manager and other relevant stakeholders.

• Develop and maintain clear, practical policies that guide day-to-day operations and near-term work, while aligning with broader direction set by Regional Facilities Maintenance Director.

• Educate team members on vehicle policies, procedures, and safety standards; ensure compliance and promote a culture of safe operations.

Report accidents, injuries, damage or near misses immediately to the Safety Manager.
Manage the full insurance claims process for fleet vehicles, including incident documentation, filing claims with carriers, and tracking claims to resolution keeping Organizational Operations informed of loss runs and carrier relationship management.
Perform basic maintenance tasks, such as tire replacements, battery checks, and fluid top-offs.
Troubleshoot minor mechanical issues and provide quick, on-site fixes when feasible.
Assist with roadside troubleshooting and coordinate towing or services when necessary.
Ensure vehicles and other equipment are clean, organized and meet operational readiness standards.

30% Infrastructure Projects and Maintenance

Perform basic maintenance tasks, infrastructure and asset projects, including seasonal maintenance, building checks, and repairs.

• Assist with oversight of daily operations with seasonal technicians as needed.

Qualifications:

Required

Ability and willingness to positively represent American Prairie’s mission, goals, values and culture.
3-5+ years of experience in fleet management, logistics, mechanics, or related fields.
Demonstrated ability to oversee daily fleet operations, including scheduling, utilization, and maintenance coordination.
Experience supervising staff, contractors, or vendors, including assigning work and providing feedback.
Working knowledge of vehicle and equipment maintenance practices, including gas and diesel assets.
Familiarity with safety standards, inspections, and regulatory compliance related to fleet operations.
Strong organizational skills with the ability to prioritize repairs, maintenance and competing operational needs.
Experience maintaining accurate records for fleet assets, including maintenance logs, registrations, and usage tracking.
Ability to troubleshoot issues, make timely decisions, and escalate more complex problems as needed.
Strong communication skills, with the ability to provide clear direction and coordinate across teams.
Proficiency with fleet management systems, word order tracking or similar tools.
Proficient use of technology including hardware and software for email, texting, calendars, time tracking, mapping, and data management systems
Willingness and ability to contribute to hands-on support with fleet maintenance and field needs as required.
Use chemicals and cleaning products and tools such as disinfectants, degreasers, solvents, brooms, vacuum, etc.

Proficient with hand tools and power tools.

Ability to physically exert self, complete repetitive weight bearing labor such as shoveling, and lift and carry up to 50 pounds or more pounds with assistance.
Physical mobility and dexterity including but not limited to the ability to walk, stand, squat, kneel, bend, stoop, reach and handle.
• Ability to operate 4WD trucks, skid steers, trailers, other farm & ranch equipment and off-road vehicles.

• Ability to drive long distances alone in remote areas and navigate unmaintained or potentially hazardous dangerous 2-tracks and roads in varied conditions such as mud, ice and snow.

Ability to travel outside of Lewistown on a regular basis.

Valid driver’s license and acceptable driving record.

Preferred

4+years in a similar role.

Experience with Esri and Salesforce.

CDL