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We’re hiring! 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.
