Facilities Support Specialist

MSF; Helena (MT); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Education reimbursement

Paid time off

Flexible spending accounts

Training programs

Job summary

Montana State Fund (MSF) seeks a Facilities Support Specialist to keep our Helena office safe, functional, and responsive to staff needs. You will support access control, facility operations, fleet management, and supply coordination to ensure smooth daily building operations.

You’ll work with the Facilities Coordinator and vendors, applying hands-on maintenance, coordination, and problem-solving to support both daily needs and long-term reliability of our spaces.

Qualifications

• High school diploma or equivalent.
• Minimum of two years building maintenance experience.
• A valid driver’s license.
• Preferred: basic mechanical aptitude and vehicle knowledge.
• Ability to learn building automation systems and MS Office.

Responsibilities

• Access and Security: manage access control, credentials, badge replacements and security reports.
• Maintenance/Facility: triage work requests, handle setups, troubleshoot HVAC, lighting, electrical issues.
• Fleet Management: coordinate vehicle reservations, maintenance, parking, and registrations.
• Supply Coordination: manage inventory, ordering, and monthly supply budget oversight.

Skills

Facilities maintenance

Troubleshooting

Attention to detail

Communication

Team collaboration

Discretion in security

Education

High school diploma

Job description

About the Job:
Montana State Fund (MSF) is seeking a Facilities Support Specialist who will help ensure our work environments remain safe, functional, and responsive to the needs of the people we serve. In this role, you will support core building access and security, facility operations, fleet management, and supply coordination, contributing directly to the smooth daily functioning of MSF’s building operations.

As an integral partner within our facilities team, you will apply technical knowledge, sound judgment, and strong customer‑centered practices to keep essential systems running and support employees across the organization. This position blends hands‑on maintenance work, operational coordination, and problem‑solving, offering a unique opportunity to support both day‑to‑day facility needs and the long‑term reliability of our physical spaces.

You will collaborate closely with the Facilities Coordinator, internal teams, and external vendors to triage and resolve facility requests, maintain building access systems, coordinate fleet operations, and manage critical supplies. The successful candidate brings initiative, clear communication, and a commitment to maintaining environments that allow MSF employees to work safely, comfortably, and efficiently.

Key responsibilities include:

• Access and Security Support: Conduct daily access control system checks, manage employee credentialing, update access permissions, and issue badge replacements. Troubleshoot security software issues in coordination with IT and monitor and report out on security and access information. Support the building emergency response team and fulfill security escalation protocols using appropriate discretion.
  
• Maintenance Queue and Facility Support: In partnership with the Facilities Coordinator, triage, assign, and track facility work requests. Directly resolve maintenance requests and assist with room, furniture, and event setups. Troubleshoots mechanical, HVAC, lighting, electrical and other issues/problems. Execute planned capital projects, conduct preventative maintenance and repairs, and assist with urgent/emergency facility responses. Understands and utilizes blueprints, repair manuals, and parts catalogs as necessary in the course of daily work. Collaborate with contracted vendors managing active service contracts.
  
• Fleet Management and Support: Coordinate pool vehicle reservations, schedule routine maintenance, and maintain vehicle tracking logs. Administer parking access and vehicle registration within the parking system. Assist with fleet purchasing, vendor coordination, accident reporting, and user support. Coordinate fleet distribution and pick up/drop off vehicles.
  
• Supply Coordination and Inventory: Manage office and facility supply inventory, physical tracking, receiving, and internal distribution. Handle ordering through specialized systems (eMACs), ensuring critical mail/office inventory never lapses. Perform monthly supply budget oversight, expense approvals, and tracking. Order specialized equipment and assist with desk setups and chair adjustments.

Required Skills

About You:

To find success and satisfaction in this role, candidates will possess the following traits:

• A facilities professional who thrives in active, hands‑on environments and is energized by keeping systems organized, functional, and responsive.
• Skilled at troubleshooting a wide range of building, equipment, and operational issues, approaching challenges with curiosity, practical reasoning, and a solutions‑focused mindset.
• Attentive to detail, with an ability to track multiple requests, maintain accurate records, and manage time effectively in a dynamic setting.
• A collaborative partner who communicates clearly, builds positive working relationships, and supports employees with patience, professionalism, and good judgment.
• Someone who remains composed in urgent or unexpected situations, applies discretion in matters of building security, and contributes to a culture of safety across the organization.
• A reliable and customer‑centered team member who takes pride in creating and maintaining environments where people can do their best work.

At Montana State Fund, how we do our jobs matters to us as much as what we do. To support our customer-centered workplace, successful candidates are team players who possess:

• Customer and growth mindset
• Empathy
• Accountability
• Resiliency

Required Experience

Minimum Qualifications:

• High school diploma or equivalent, and
• Minimum of two (2) years building maintenance experience, and
• A valid driver’s license.

Preferred:

• Basic mechanical aptitude and general vehicle knowledge.
• Technology competency in MS Office products, and ability to learn building automation systems, access control systems and preventative maintenance work order tracking.

About Montana State Fund:
Montana State Fund is more than just an insurance company. We are a team of dedicated professionals committed to making a positive impact. Our mission is to partner with employers and their employees to care for those injured on the job and champion a culture of workplace safety for our fellow Montanans. Six values guide us in our day‑to‑day work:

• Do what’s right
• Deliver with heart
• Focus on what matters
• Succeed together
• Find a better way
• Take the long view

Job location:
This position is on‑site in the Helena, MT office.

Working conditions:

While performing the duties of this job, the employee is regularly required to talk or hear, read, count, and write to accurately complete all documentation. The employee is frequently required to stand; walk; use hands to finger; handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl and climb ladders. Must be able to operate and use all necessary equipment. The employee must frequently lift or move up to 30 pounds and occasionally lift or move up to 50 pounds. Work is regularly performed in the outside weather conditions, including snow and extreme cold, near moving mechanical parts and includes occasional exposure to vibration.

Compensation and Benefits:
Starting salary for this non‑exempt positionbegins at $51,500 - $64,300 per year ($24.75 to $30.91 per hour).

Montana State Fund offers excellent benefits, paid time off, and a competitive compensation program, including:

• Comprehensive health insurance with dental, vision, life, long‑term disability and more, with optional dependent coverage.
• Flexible spending accounts for dependent care and medical expenses.
• Public employees’ retirement plan tax‑deferred contributions with a generous employer match.
• Optional 457(b) deferred compensation to further increase retirement savings.
• Higher education reimbursement and other training and development programs.
• Robust personal leave, paid holidays, and extended leave.