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Facilities Coordinator

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Beacon Hill

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Location:
United States , Chicago

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

22.00 - 24.00 USD / Hour
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Job Description:

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.

Job Responsibility:

  • 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

Requirements:

  • 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

Nice to have:

  • 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

Additional Information:

Job Posted:
January 07, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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