Facilities Manager

Montana Nonprofit Association; Lewistown (MT); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Paid Vacation

Paid Holidays

Paid Sick Days

Paid Parental Leave

Paid Volunteer Hours

Sabbatical

401K with up to 3% employer match

Medical Insurance with FSA/HSA

Short-term Disability Insurance

Vision Insurance

Dental Insurance

Life Insurance

Critical Illness Insurance

Accident Insurance

Lodging Perks

Corporate Discounts

Flexible Scheduling

Job summary

American Prairie seeks a Facilities Manager to oversee access points, public use areas, facilities, and landscape across expansive properties. This hands-on leadership role directs maintenance, supervises seasonal staff, manages housing turnover, and supports projects and annual budgeting in collaboration with the Operations team.

The role emphasizes safety, reliability, and proactive management of infrastructure, while coordinating with the Regional Facilities Maintenance Director and ensuring

Responsibilities

• Organize and maintain an inventory of tools, equipment, and supplies; ensure materials are available for planned projects and repairs.
• Document maintenance activities, project progress, and issues related to access and infrastructure; report and escalate as needed.
• Troubleshoot intermediate problems and address issues as they arise.
• Perform routine maintenance and repairs of buildings, bridges, roads, campgrounds, water/sewer, and equipment.
• Complete routine inspections to identify hazards and coordinate safety measures.
• Assist in construction, renovation and improvement of field facilities; contribute to grounds maintenance and landscaping.
• Coordinate bulk fuel and propane deliveries to all facilities; transport materials to properties and manage waste removal.
• Assist with fire control and safety inspections and risk management.
• Support budgeting by tracking repairs, replacements, and vendor costs; assist with procurement and invoicing.

Job description

TITLE: Facilities Manager
DIVISION: Conservation
DEPARTMENT: Access and Infrastructure
REPORTS TO: Regional Facilities Maintenance Director
LOCATION: Lewistown
FLSA STATUS: Non-Exempt
GROUP: Core
HOURS PER WEEK: Full-Time averaging 40 hours per week, generally 4/10s

Benefits

• Paid Vacation
• Paid National Holidays
• Paid Sick Days
• Paid Parental Leave
• Paid Volunteer Hours
• Sabbatical
• 401K with up to 3% employer match
• Medical Insurance with optional Flexible Savings or Health Savings Account & Dependent Care Account
• Short-term Disability Insurance
• Voluntary Vision, Dental, Life, Critical Illness, & Accident Insurance
• Reserve Lodging Perks
• Corporate Discounts
• Flexible Scheduling

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

The Facilities Manager is responsible for the condition, safety, and reliability of American Prairie’s access points, public use areas, facilities, and landscape spanning over 160,000 acres is well maintained, safe, and accessible. This is a hands on leadership position: the role performs and directs maintenance and repair work, supervises the day-to-day work of seasonal staff, manages housing assignments and turnover, documents and resolves property insurance claims with the Organizational Operations team, and supports the Regional Facilities Maintenance Director on facilities projects and annual budget planning.

Primary Job Duties

Facilities Maintenance 35%

• Organize and maintain an inventory of tools, equipment, and supplies needed. Ensure availability of materials for planned projects and anticipated repairs.
• Document maintenance activities, project progress, and any issues related to access and infrastructure. Report and elevate issues as needed
• Troubleshoot intermediate problems and escape issues as needed.
• Routine maintenance and repairs of buildings, bridges, access roads, campgrounds, other public facilities, water/ septic, and stationary equipment.
• Complete routine inspections and assessments of facilities and other infrastructure to identify and resolve potential hazards.
• Assist in the construction, renovation and, and improvement of field facilities.
• Perform landscaping around facilities and campgrounds including lawn maintenance, fencing, snow removal and sign repair.
• Complete light plumbing and electrical projects including repairing/replacement of appliances, HVAC, fixtures, and generators.
• Operate and maintain equipment such as mowers, vehicles, ATVs, tractors, and other tools and heavy equipment used for grounds maintenance and infrastructure projects.
• Coordinate bulk fuel and propane tank fill ups at all facilities.
• Transport goods and materials to and from properties including purchasing supplies, trailering vehicles/equipment, and waste removal.
• Assist with fire control and suppression.

Team Supervision 20%

• Direct day-to-day work of seasonal assets and infrastructure staff: daily assignments, priorities, and quality checks.
• Train seasonal staff on tools, equipment and site-specific procedures.
• Adhere to, train, and role model safety protocols including use of protective equipment, safe practices and report damage safety concerns and injuries.
• Assist the Regional Facilities Maintenance Director in the seasonal hiring process as needed.
• Provide ongoing coaching and performance feedback to seasonal team; flagging and escalating concerns as needed to the Regional Facilities Maintenance Director and Director of People and Culture as needed.

Employee Housing 10%

• Manage assignment, turnover, and condition of employee housing units across properties
• Conduct move-in and move-out inspections; track condition, damage, and deferred maintenance.
• Perform periodic safety inspections as needed in coordination with Safety.
• Coordinate housing readiness ahead of each seasonal hiring cycle.
• Serve as the main point of contact for occupant maintenance requests and triage by urgency.
• Maintain housing agreements, occupancy records, and utilities in coordination and partnership with Organizational Operations and Safety.
• Maintain and develop as needed employee housing policy, including but not limited to occupancy standards, responsibilities, deposit terms, pets.
• Recommend improvements to employee housing policies and procedures based on recurring maintenance and occupancy issues.

Project Support 10%

• Assist the Regional Facilities Maintenance Director on facilities and capital projects; tackle tasks, deadlines, and deliverables, and flag slippage early.
• Gather bids, compile vendor documentation, and maintain project files and permits.
• Serve as on-site coordinator during construction, renovation, and installation work - confirming scope, staging materials and escalating changes.
• Assist in coordinating project timing around seasonal staffing, housing occupancy, and weather windows.

Insurance Claims and Risk 10%

• Document facilities damage and loss with photos, written descriptions, and repair estimates in appropriate systems like Salesforce.
• Prepare and submit claims in coordination with Operations; serve as the on-site contact for adjusters.
• Track claims through resolution and reconcile settlements against repair costs.
• Identify and correct recurring hazards and loss drivers; support safety inspections.

Budget and Administration 15%

• Coordinate budget coding for repair and replacement costs, charging approved expenses to the self-insurance fund or maintenance budget as appropriate.
• Contribute to annual facilities and housing budget by compiling proposals of repairs and replacement needs and gather vendor quotes to inform
• Regional Facilities Maintenance Directors decisions.
• Understand approved budget lines and track spend accordingly.
• Manage purchasing, vendor relationships, and invoice coding within delegated authority.