Facilities Specialist

Beacon Hill; Chicago (IL); On-site; USD 30,307 - 33,062; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Federal and state leave programs

Job summary

A leading staffing firm is seeking a Facilities Coordinator in Chicago to ensure a safe and efficient physical environment across branch offices. The role entails overseeing maintenance, managing budgets, and coordinating vendor contracts. The ideal candidate has over 3 years of experience, strong negotiation skills, and knowledge of building systems. Additional benefits include comprehensive health coverage and leave programs. Join a dynamic team dedicated to maintaining exceptional client experiences.

Qualifications

• Minimum 3 years in facilities coordination or property management, ideally in financial services.
• Strong skills in vendor contract negotiation and administration.
• Knowledge of safety, regulatory, and environmental standards in financial institutions.

Responsibilities

• Oversee repair and maintenance of building systems.
• Act as primary point of contact for urgent maintenance issues.
• Manage and track facilities budget including financial analysis.

Skills

Facilities coordination

Vendor contract negotiation

Budget management

Building systems knowledge

Communication skills

Education

Bachelor's degree or relevant certifications

Tools

CMMS or maintenance tracking tools (e.g., Corrigo)

Job description

Base pay range

$22.00/hr - $24.00/hr

Beacon Hill has partnered with a prestigious financial services firm in downtown Chicago in hiring a Facilities Coordinator to start immediately. This role ensures efficient, safe, and well-maintained physical environments across branch offices and corporate locations. This role supports business continuity, employee productivity, compliance, and an exceptional client experience.

Key Responsibilities

• Oversee repair and maintenance of building systems (HVAC, electrical, plumbing, security).
• Act as the primary point of contact for urgent maintenance issues and emergency response.
• Schedule and supervise preventive maintenance (e.g., filters, lighting, equipment checks).
• Identify, source, and negotiate contracts with vendors/contractors (cleaning, security, landscaping, maintenance).
• Review and approve all invoices; track service performance and enforce service-level agreements.
• Manage and track facilities budget; analyze spending and recommend cost‑saving initiatives.
• Conduct regular inspections for health, safety, and regulatory compliance; maintain documentation.
• Implement and monitor access control systems (keycards, fobs) and align with security protocols.
• Assist with office setup, relocations, and layout optimizations during branch openings or remodels.
• Oversee allocation of furniture, equipment, and workspace resources.
• Serve as the first responder to facility incidents; coordinate repairs and follow‑ups.
• Act as the main internal liaison for staff, addressing facility‑related questions, complaints, and requests.
• Maintain accurate records of contracts, warranties, inspection reports, work orders, and service logs.
• Prepare periodic reports on vendor performance, compliance checks, and budget metrics.

Required Skills & Qualifications

• 3+ years in facilities coordination, property management, or operations support—ideally within financial services or regulated industries.
• Bachelor's degree preferred, or relevant combination of experience and certifications.
• Familiarity with building systems (HVAC, plumbing, electrical, security).
• Proficiency with CMMS or maintenance tracking tools (e.g., Corrigo).
• Strong vendor contract negotiation and administration skills.
• Experience managing departmental budgets and vendor payments.
• Knowledgeable in safety, regulatory, and environmental standards relevant to financial institutions.
• Excellent coordination skills and ability to work with internal teams, vendors, and leadership.
• Effective verbal and written communication for documentation and cross‑functional collaboration.
• Ability to prioritize and respond to unexpected facility issues, including outside normal business hours.
• Certification in Facility Management or related field (e.g., FMP, CFM) preferred.
• Experience supporting distributed locations or multi‑state branch networks.
• Basic project management capabilities for office expansions or major refurbishment.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.