Facilities Manager

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 escalate issues as needed

• Troubleshoot intermediate problems and escalate 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.    

QUALIFICATIONS:

Required

• Enthusiasm for and positive representation of American Prairie’s mission, values, goals, and culture.

• 3-5 years of facilities, maintenance, property management, or construction experience. 

• Demonstrated hands-on skill across two or more trades (carpentry, plumbing, electrical, mechanical, HVAC, etc.)

• Experience directing the work of others including seasonal or temporary staff. 

• Experience with rural infrastructure: wells, septic, propane, generators.

• Comfort with maintenance tracking, purchase records, and basic budget spreadsheets and tools. 

• Sound judgement working independently in a remote setting with limited supervision. 

• Technology skills to manage communications, record keeping, data and documents using a smartphone and laptop. Required applications include Esri tools, Gmail, Box, expense reports, project management and reservation software.

• Ability to work outdoors in extreme heat, cold, wind, and dust. 

• Ability to regularly lift and carry up to 50 pounds; occasionally more with assistance. 

• Ability to use cleaning products and tools such as disinfectants, degreasers, solvents, brooms, vacuum, etc.

• Ability to use maintenance tools and equipment such as hand tools and power tools.  

• Intermediate math skills and ability to communicate well verbally and in writing.

• Ability to frequently stand, squat, kneel, bend, stoop, reach, and work from a ladder; ability to climb and descend stairs and ladders.

• Valid driver’s license and ability to drive trucks, tractors, skid steer, trailers, and all-terrain 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.

• Expect to spend 20–40% of work time traveling, depending on season and project needs.

• Extended and frequent driving to remotes sites; overnight stays at properties as needed. 

• Ability to work varied or long hours, on-call hours, evenings, weekends and holidays as needed.

• Wilderness first aid (provided).

Preferred

• Familiarity with property insurance claims documentation. 

• Trade certification or license in a relevant field. 

• Experience with Salesforce. 

• Familiarity with prairie ecosystems or conservation lands. 

• Experience working in a nonprofit or public land management setting. 

• Knowledge of environmental regulations related to public access and land use.