Fleet Operations Manager

Learning Undefeated is a national nonprofit that brings life-changing STEM learning right to the school parking lot, reaching students where they are. Our innovative programs ignite curiosity, engage youth, and inspire them to see themselves as future STEM innovators. Learning Undefeated's award-winning products include the country's largest fleet of mobile STEM laboratories and Breakout Box interactive gaming experiences.

Learn more about us at learningundefeated.org.

Learning Undefeated's fleet of 16 mobile STEM laboratories - custom built tractor-trailers, expandable trailers, shipping containers, and RVs - travels to schools in more than 24 states, delivering immersive and hands-on laboratory experiences to communities that lack access to advanced STEM resources. The fleet is the backbone of our work: when a lab is down, a community loses its program.

About working here

At Learning Undefeated, our people are our success. Learning Undefeated is a collaborative team that trusts and supports each other. We dream big, are resilient in the face of adversity, and create an environment where it is safe to take risks, learn, and improve.

Learning Undefeated is headquartered in Gaithersburg, Maryland and has a staff of more than 40 employees across the country.

Position Description

The Fleet Operations Manager owns the operational health of Learning Undefeated's mobile lab fleet. This is a coordination and systems role, not a hands-on repair role: the Fleet Operations Manager builds and maintains the vendor network, records, and response protocols that keep labs serviced, repaired, and road-ready across a multi-state footprint.

The role reports to the Chief Innovation Officer and works remotely with periodic travel. The Fleet Operations Manager is expected to proactively identify risks, anticipate fleet needs, and drive issues through to resolution - not simply coordinate service requests as they arise.

Responsibilities include:

§ Vendor Network: Establish and maintain a regional vendor network covering the fleet's full range of needs: diesel mechanics, electricians, HVAC service, trailer and expandable-trailer specialists, tire and glass service, towing, inspection facilities, and technical services for audio, visual, computer, networking, and lighting systems.

Vet and onboard vendors, including proof of insurance, workers' compensation coverage, and background checks where required for school campus access. Negotiate service pricing and response-time expectations; maintain current vendor contacts, coverage maps, and rate agreements. Ensure vendors can respond during emergencies, including after-hours and weekend coverage for labs deployed in the field.

§ New Lab Builds and Commissioning: Support new mobile lab build projects in coordination with program and project leadership, reviewing designs and equipment selections for maintainability, serviceability, and vendor support coverage in expected operating regions.

Oversee operational commissioning of new units: capture warranty documentation at delivery, establish maintenance schedules and systems records before first deployment, and integrate new labs into the fleet's vendor network and tracking systems.

§ Maintenance and Repair Coordination: Schedule and coordinate preventive maintenance, inspections, registrations, and repairs across the fleet. Triage repair needs: route specialized work to vendors and identify common repairs the internal team should be trained to handle; help develop and deliver that internal training.

Manage the existing technical service contract supporting fleet AV/IT systems and coordinate vendor technical support for lab equipment. Support lifecycle decisions including repair-vs-replace analysis, refurbishment plans, and decommissioning of retired units.

§ Driver and Logistics Management: Coordinate drivers, towing contractors, and commercially licensed operators for lab relocations and deliveries between storage locations, maintenance facilities, and program sites. Plan and schedule fleet moves, including seasonal repositioning and event logistics, ensuring drivers hold the licenses and training required for the vehicles they operate.

Maintain move schedules, mileage logs, and transportation cost records.

§ Regulatory Compliance and Insurance: Ensure regulatory compliance for the fleet: Department of Transportation registrations and inspections, vehicle titles and registrations across operating states, and coordination of required driver documentation and training for staff who operate or tow fleet vehicles.

Manage the fleet's insurance program in coordination with leadership, including coverage reviews, claims reporting and follow-up after incidents, and documentation of incidents and repairs. Track equipment warranties on custom-built units and vehicle components; pursue warranty claims before expiration.

§ Emergency Response: Own the response when a lab is disabled or involved in an incident on the road, from first report through resolution: connect the field team with the right vendor, arrange towing and alternate transportation, and keep program delivery moving. Maintain and improve emergency response protocols, including fueling safety and incident reporting procedures.

Anticipate likely failure points for upcoming deployments and confirm coverage before the fleet leaves the yard.

§ Records, Systems, and Reporting: Maintain accurate records for the fleet: maintenance history, repair work orders, service schedules, registrations, warranties, and supporting documentation. Administer and improve the fleet's management systems and lead evaluation and implementation of new tools where existing systems fall short.

Generate and deliver reports on individual vehicles and on project- and program-assigned vehicles: maintenance and repair history, cost per vehicle, downtime, readiness status, mileage, and utilization, both per vehicle and rolled up by project. Produce regular reporting for leadership and external stakeholders and set fleet performance targets, including fleet availability and preventive maintenance completion rates.

Manage fleet documentation so that institutional knowledge lives in systems, not in individual heads.

§ Policy and Budget: Develop clear fleet policies and protocols: maintenance standards, vendor engagement, expense approval, and incident procedures. Contribute to fleet budget planning; track fuel, maintenance, and repair spend.

§ Internal Collaboration and Communication: Serve as the primary point of contact for fleet matters across Learning Undefeated teams, including program, education, and logistics staff.

Coordinate maintenance schedules around booked program dates so repair work never conflicts with scheduled student engagements, keep field teams informed of vehicle status and readiness, and collect damage reports and repair needs from staff on the road, and drive each through to resolution.

Communicate fleet availability, downtime, and vehicle changes to internal stakeholders, and participate in program planning so upcoming events, new builds, and fleet changes are reflected in fleet schedules and budgets.

Position requirements:

§ Minimum three years of experience managing fleet operations, facilities or building maintenance operations, or vendor and contractor management at scale (ten or more assets) required.

§ Demonstrated experience coordinating repairs with outside vendors, including emergency breakdown response, required.

§ Strong documentation and systems habits; experience administering maintenance or asset management software (for example, Fleetio or a building maintenance system) required.

§ Valid driver's license required; commercial driver's license not required.

§ Outstanding communication skills and comfort working with field staff who are not mechanically trained required.

§ Working knowledge of Department of Transportation inspection and registration requirements preferred.

§ Experience with specialty vehicles, including trailers, expandable units, RVs, or motorcoaches, preferred.

Work Location & Schedule

This is a remote position with periodic travel to lab locations for vendor meetings, maintenance events, and incident response. The role includes occasional after-hours availability for emergency response coordination and supports seasonal preparation of stored units, including winterization and battery maintenance coordination.

The Fleet Operations Manager must be able to travel to lab locations and move safely on, around, and inside mobile lab units, including entry steps and confined interior spaces, with occasional lifting up to 25 pounds.

Compensation & Benefits

Salary: $70,000+ annually, commensurate with experience.

Learning Undefeated offers competitive salary plus many benefits to its employees, including generous paid time off, ten paid holidays per year plus one week of paid time off between Christmas and New Year's Day, health, dental, life and vision insurance, 401(k) with 4% company match, tuition reimbursement, and professional development assistance.

The Fine Print

This is a full-time, year-round position. The candidate will be selected for hire based on the following criteria: experience, communication skills, professional references, background check, and availability.

Learning Undefeated is an equal opportunity employer. We provide reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.

Learning Undefeated is a welcoming environment that supports and celebrates many perspectives. We are committed to building a team that represents a variety of backgrounds, approaches, and skills that honors our team members' unique lived experiences. Together, our organization strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

Candidates are encouraged to highlight their experience working to advance social impact issues that intersect or directly impact the lives of children, such as education, public health, housing, early learning, disaster recovery, and neighborhood revitalization.

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Describe a time you had end-to-end ownership of equipment, facilities, or vehicles that other people depended on. What did you do to stay ahead of problems before anyone reported them, and what did you change permanently as a result?

Work Location

Remote