Fleet Manager

ADP, Inc.; Lewistown (MT); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Paid Time Off (Vacation, Holidays, etc

401K

Flexible Savings or Health Savings

Dependent Care Account

Voluntary Vision & Dental

Short-term Disability Insurance

Work Role Provisions

Corporate Discounts

Job summary

American Prairie is seeking a Fleet Operations & Infrastructure Lead to manage the organization’s fleet, equipment and related infrastructure. You will oversee the full lifecycle of vehicles, ensure safety compliance, and maintain records.

The role blends hands-on maintenance with strategic planning and vendor coordination. You will lead fleet scheduling, budgeting, SOP development and incident reporting while coordinating with the Safety Manager and regional leadership.

Qualifications

• 3-5+ years of experience in fleet management, logistics, mechanics, or related fields.
• Ability to oversee daily fleet operations including scheduling, utilization, and maintenance coordination.
• Experience supervising staff, contractors, or vendors with task assignment and feedback.
• Working knowledge of vehicle and equipment maintenance for gas and diesel assets.
• Familiarity with safety standards, inspections and regulatory compliance for fleet operations.
• Strong organizational skills to prioritize repairs and operational needs.
• Experience maintaining fleet asset records (maintenance logs, registrations, usage).
• Ability to troubleshoot issues, make timely decisions, escalate complex problems.
• Strong communication to coordinate across teams.
• Proficiency with fleet management systems and related tools.
• Proficient use of technology for email, calendars, time tracking, mapping and data management.
• Willingness to contribute to hands-on fleet maintenance and field needs.
• Ability to operate and manage 4WD trucks, trailers and off-road equipment.
• Valid driver’s license with acceptable driving record.

Responsibilities

• 70% Fleet Operations and Administration: maintain fleet management system, coordinate vehicle use, monitor maintenance schedules.
• Coordinate with vendors for repairs, prioritize fleet work, and maintain records per safety protocols.
• Ensure current registrations and maintain maintenance and safety records for insurance compliance.
• Manage budget for fleet maintenance and provide field-informed cost projections.
• Develop and improve fleet management programs to enhance efficiency, safety, and cost-effectiveness.
• Execute fleet acquisitions and disposals within guidelines and budget.
• Monitor infrastructure assets and report concerns across property, land, wildlife or people.
• Develop and update SOPs for vehicle use, maintenance and safety with stakeholders.
• Educate team on vehicle policies and safety standards; promote safe operations.
• Report accidents or injuries to Safety Manager and manage insurance claims process.
• Perform basic maintenance like tire changes, battery checks, fluid top-offs; assist with roadside troubleshooting.
• Ensure vehicles and equipment are clean, organized and ready for operations.
• 30% Infrastructure Projects and Maintenance: perform basic maintenance tasks and seasonal projects.
• Assist with daily operations oversight with seasonal technicians as needed.

Skills

Fleet management

Logistics coordination

Staff supervision

Safety compliance

Record keeping

Problem solving

Communication

Vendor coordination

Hands-on maintenance

Driving 4WD trucks

Education

Experience in fleet/logistics or related fields

Tools

Fleet management software

Office tools (email, calendars, docs)

Job description

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

Flexible Savings or Health Savings Account

Dependent Care Account

Voluntary Vision & Dental

Short-term Disability Insurance

Work Role Provisions

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 elevate 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.