Fleet Manager

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

Benefits offered by this job

Paid Time Off

401K

Health Insurance

Vision & Dental

Flexible Savings Account

Dependent Care Account

Disability Insurance

Role Provisions

Lodging Perks

Corporate Discounts

Job summary

Montana Nonprofit Association seeks a Fleet Manager in Lewistown, MT to oversee the organization’s vehicle fleet and related infrastructure. The role combines fleet operations with hands-on maintenance and project work, ensuring safety, readiness, and cost efficiency across assets.

The position reports to the Regional Facilities Maintenance Director and carries full-time hours. The successful candidate will manage records, schedules, budgets, and SOPs while supporting repairs and infrastructure

Job description

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.