Facilities Coordinator

Overview

The Facilities Coordinator provides essential support to the Building & Facilities Operations Director, Building Engineers, Office Services, and Building Security.   This role is responsible for managing a number of administrative tasks required to keep this department and building facilities organized, safe, and running efficiently.  This position requires working in our Oakbrook Terrace office.

Responsibilities

Reviews and processes invoices, ensuring accuracy and timely payments.

Manages onsite and offsite records and files, ensuring proper storage, retrieval, and destruction protocols.

Organizes and tracks the facility long-term asset list, providing updates to management to support them in identifying future asset needs and appropriate allocation of budget. 

Gathers department reporting needs, including but not limited to monthly metrics and security reporting, and is responsible for preparing the quarterly metrics summary dashboard.

Ensures vendor contracts are up to date in collaboration with the Procurement department. Enters contracts into Procurement technology. Monitors contract compliance and renewals.

Tracks personnel changes (new hires, terminations, and employee transfers) and coordinates space planning and seating arrangements for these changes within the facility.  Updates Excel and AutoCAD file seating charts to accurately reflect current office layouts, by day, and daily counts.    Supports space planning team in optimizing workspace utilization.

Supports and coordinates security drills and monthly safety/security procedures and communications.

Conducts weekly building tours to assess building conditions, provides assessment recap, and collaborates with appropriate personnel to review any concerns or repairs needed.

Participates in the corporate headquarters Safety Team, completing tasks as assigned.

Provides support for operations projects planned throughout the year.

Completes other tasks and responsibilities, as needed,  to support department and team.  

 

 

Qualifications

• High School Diploma or GED required, technical school degree a plus.
• 3+ years of work experience, preferably in a related job discipline.    
• AutoCAD software experience required.(1-3 years preferred)
• Ability to adapt and learn quickly
• Problem solving skills and ability to work independently.
• Takes initiative and anticipates needs to support department.
• Excellent communication skills, both written and verbal, with experience collaborating with staff at all employment levels.
• Strong time management and organizational skills.
• High degree of flexibility and excellent multitasking ability.
• Working knowledge of Microsoft Office products.
• Skilled with Excel with ability to analyze and compare data.
• Working knowledge of various copier software a plus.

 

 

 

We offer a comprehensive benefit package. For a complete overview of our benefits package, please visit our Joint Commission Career Page 

 

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities, and working conditions associated with this position. All requirements are subject to possible modification and reasonably accommodate individuals with disabilities. 

 

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