Facilities Services Specialist

Greenheck Group; United States; On-site; USD 34,000 - 42,000; Full time

Job summary

Greenheck Group is seeking a Facilities Services Specialist to support operations across three campuses (WI, NC, OK). You will manage work orders, invoicing, move management, and asset tracking, coordinating with service partners to ensure timely and quality work.

Ideal candidates have 0-2 years of experience and a 2-year degree. Proficiency with MS Word/Excel and familiarity with invoicing software is expected. The role is on-site with travel as needed and offers a competitive benefits package.

Qualifications

• 0-2 years of relevant work experience.
• 2 Year / associate degree preferred.
• Computer experience (Microsoft Word and Excel) and the ability to learn quickly with other computer programs for invoicing or tasking software.
• Valid driver’s license with good driving record and ability to operate vehicles safely.
• Ability to lift/move 30-50 lbs.

Responsibilities

• Assist with coordination, work direction and communication for daily facilities operations activities and maintenance contractors.
• Maintain records and contracts, coordinate project activities.
• Assist with corporate mail center operations including daily mail delivery and supplies.
• Support security teams for campuses and regional locations; update security binder information.
• Assist with security software needs and print employee badges as needed.
• Maintain and update CFS intranet page and maps.
• Enter vendor invoices and track them in SAP.
• Run AkitaBox and Office Space monthly reports.
• Maintain corporate vehicle fleet including service, condition reports, and annual registrations.
• Assist with new vendor setup for Ariba and AkitaBox.
• Responsible for weekly furniture orders.
• Schedule regular carpet and chair cleanings for multiple campuses.
• Stock new employee gift packages and manage petty cash for mail room.
• Move management for office employees; plan meeting logistics.
• Document opportunities for team improvement.

Skills

Microsoft Word

Microsoft Excel

Invoicing software

Education

Associate degree

Tools

SAP

Ariba

AkitaBox

Office Space

Job description

Ready to join a global leader in air movement and ventilation? At Greenheck Group, joining our team means more than just starting a job, it’s joining an award-winning culture prioritizing your growth and development. Our unwavering commitment in supporting our team members both personally and professionally has earned us national recognition time and time again. As an innovative, environmentally responsible manufacturer of commercial HVAC systems, Greenheck Group designs and manufactures industry-leading air movement and ventilation solutions through our family of trusted brands. Our products are found in commercial, institutional, and industrial facilities worldwide, from schools and hospitals to factories and stadiums. Since 1947, we’ve proudly invested in our people and our communities, fostering innovation, leadership, and opportunity at every level. We are more than products, we are a team of inspired people doing extraordinary things. As a Facilities Services Specialist for Greenheck Group you will provide administrative support to facility operations at Greenheck's three campuses (WI, NC, OK). As the Specialist, you will be the expert in the four critical software platforms that support facility operations: work orders, invoicing, move management, and asset management. You will use each platform's full reporting capabilities, building monthly reports, overseeing invoicing, and evaluating service partner’s performance. As the Specialist, you will communicate directly with service partners, scheduling them for campus work requests and holding them accountable for timely and quality work. You will work with corporate facility services personnel to keep facilities well maintained.

WHAT YOU'LL BE DOING

• Assist with the coordination, work direction and communication for daily facilities operations activities and maintenance contractors.
• Including maintaining records and contracts, coordinating project activities
• Assist with operations that pertain to the corporate mail center including but not limited to daily mail delivery, special mailing projects, and ordering supplies for the mail center
• Support security teams for the campuses (WI, NC, OK) and regional locations; update security binder information regularly.
• Assist with security software needs and prints employee badges as needed
• Maintain and update CFS intranet page regularly checking that files of maps are current (knowledge of navigating a software page to edit)
• Enters vendor invoices and tracks them in SAP
• Conduct AkitaBox (ticketing software) and Office Space (occupancy software) reports monthly
• Maintain the corporate vehicle fleet. This includes but not limited to service, condition report, annual registration and back up for scheduling
• Assist with new vendor setup for Ariba (finance software) and AkitaBox
• Responsible for weekly furniture orders
• Schedule regular carpet and chair cleanings for WI, NC, and OK campuses
• Responsible for stocking new employee gift packages
• Handles petty cash for mail room
• Move management for office employees
• Meeting logistics – develop calendars, setting milestones, organizing internal meetings
• Documentation – identify opportunities for team improvement, manage team document organization and vendor information

WHAT YOU SHOULD HAVE AS A FACILITIES SERVICES SPECIALIST

• 0-2 of relevant work experience
• 2 Year / associate degree preferred
• Computer experience (Microsoft Word and Excel) and the ability to learn quickly with other computer programs for invoicing or tasking software
• Valid driver’s license, good driving record, and ability to operate vehicles safely
• Ability to lift/move 30-50 lbs

SOME THINGS WE THINK YOU SHOULD KNOW

Minimum travel is required Will work on-site in Schofield WI

COMPENSATION & BENEFITS

Greenheck Group takes pride in providing competitive pay along with a comprehensive benefits package as part of our total rewards program. The starting base pay range for this position is $24.46/hour - $30.22/hour and may vary based on factors such as job-related knowledge, skills, experience, and performance. With best-in-class benefits, you can be the best you, and together, we can be the best in the industry. Visit our Perks & Benefits page for more information on these offerings:

• Health & Family Support
• Financial Security
• Learning & Development
• Rewards & Recognition
• Wellbeing & Mental Health
• Work-Life Balance
• Fun Perks

SPECIAL NOTATION

The preceding statements are intended to describe the general nature and level of work being performed by people in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills. The Employer retains the right to change or assign other duties to this position.

PHYSICAL REQUIREMENTS

Work is performed in an office environment and requires the ability to operate standard office equipment, such as a computer and phone. Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial motions of the wrists, hands, and/or fingers. The person is required to have close visual acuity to perform an activity such as: preparing and analyzing data, and figures; transcribing; viewing a computer terminal; extensive reading. Occasional mobility required to attend in-person meetings and complete various office tasks.

EEO STATEMENT

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

ACCOMMODATIONS REQUEST

Greenheck Group complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities. To request an accommodation for the application or interview process, please email [e-mail] with your name, job title, posting number, and requested accommodation.

RECRUITING FRAUD ALERT

At Greenheck Group, your personal information and online safety are our top priorities. Our recruiters will only direct candidates to apply through our official career page at https://greenheckgroup.com/careers/. We will never request payments, financial account details, or sensitive information such as Social Security numbers. If you’re unsure about the legitimacy of a message, please contact [e-mail] for verification.

If you’re looking for a place to grow while working with happy, enthusiastic, values-based people, you’ll enjoy your career with us! We couldn’t be voted Forbes America’s Best Mid-Size Employer five times running without our talented teams in every area of Greenheck Group. Are you interested in engineering and product design? How about getting hands-on production experience out in the shop? Maybe you’re a fan of numbers and love finance and accounting. What about representing Greenheck Group as on our marketing and sales teams? Or advocating for our team members in human resources? No matter your talents, interests, or skill level, we welcome you to become part of our team.

Greenheck Group began in 1947 when two brothers, Bob and Bernie, saw an opportunity for improvement within the commercial air movement industry. With a lot of hard work, determination, and persistence, they created products that were innovative, easy to use, and better met the needs of the customer. Bob and Bernie believed in being the easiest company to do business with and often went above and beyond to make the customer happy. Bernie focused on generating connections with customers and sales partners, Bob focused on creating innovative products that worked, and were easy to use and install. Both brothers believed in pushing past the standards set by their competitors.