Facilities Coordinator

independencepetgroup; Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Job summary

independencepetgroup is seeking a Facilities Coordinator in Chicago to serve as the primary contact for facilities inquiries, coordinate maintenance with vendors, and supervise building operations such as HVAC, lighting, security, and cleaning.

The role requires a Bachelor's degree and 3 years of related experience; you will conduct inspections, manage supplies, assist with space planning and moves, enforce safety regulations, and maintain documentation including floor plans and contracts.

Qualifications

• Bachelor's degree required.
• 3 years experience in facilities coordination, office management, or related field.
• Knowledge of building systems, maintenance procedures, and safety regulations.

Responsibilities

• Act as the primary point of contact for facilities inquiries and requests.
• Coordinate maintenance and repair services with vendors and contractors.
• Monitor and manage facility operations including HVAC, lighting, security, cleaning, and waste management.

Skills

Customer service

Organizational skills

Problem-solving

Attention to detail

Effective communication

Vendor management

Budget awareness

Adaptability and initiative

Education

Bachelor's degree

Job description

Duties / Responsibilities:

• Act as the primary point of contact for all facilities-related inquiries.
• Coordinate maintenance and repair services, working with vendors and contractors as needed.
• Monitor and manage facility operations including HVAC, lighting, security, cleaning, and waste management.
• Conduct routine inspections to ensure facilities are safe, clean, and fully operational.
• Track and maintain inventory of office and facility supplies; place orders as required.
• Support space planning, office moves, and seating arrangements.
• Assist with budget tracking and invoice processing related to facilities expenses.
• Enforce health and safety regulations in accordance with company policies and local laws.
• Maintain facilities documentation including floor plans, vendor contracts, and maintenance logs.
• Coordinate building access for employees, visitors, and vendors.

Required Skills / Abilities:

• Customer Service Oriented - Approachable and responsive to internal and external stakeholders; committed to creating a positive workplace environment
• Strong Organizational Skills - Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Problem-Solving Abilities - Quick to identify issues and implement practical, cost-effective solutions.
• Attention to Detail - Thorough in inspections, documentation, and ensuring compliance with safety and maintenance standards.
• Effective Communication - Clear written and verbal communication with staff, vendors, and management.
• Vendor Management - Experience coordinating with third-party service providers, including scheduling, negotiating, and ensuring quality of work.
• Budget Awareness - Basic understanding of budgeting, invoice review, and cost control.
• Adaptability and Initiative - Comfortable navigating change, taking initiative, and working independently with minimal supervision.Time management-Ability to prioritize tasks and respond promptly to facility needs without disrupting daily operations.

Education and Experience:

• Bachelor's degree
• 3 years experience in facilities coordination, office management, or a similar experience
• Knowledge of building systems, maintenance procedures, and occupational safety regulations.