Facilities Coordinator

Are you a hands-on problem solver who takes pride in keeping spaces safe, functional, and welcoming? Do you enjoy variety in your workday where one moment you're coordinating a repair and the next you're planning facility improvements? If so, we'd love to meet you!

Helping Hand, a nonprofit dedicated to transforming lives through genuine care and education, is looking for a Facilities Coordinator to keep our buildings and properties running smoothly. This role is essential in making sure our staff and individuals served have safe, clean, and fully functional spaces every day.

SCHEDULE AND COMPENSATION:

• On-site position, Monday-Friday.
• 40 hours per week.
• Salary range $50,000–$57,000 /year (exempt). 
• Salary based on skills and experience.
• Up to 6% annual bonus potential.
• 403b retirement plan with up to a 4% company match.

HELPING HAND PERKS:

• Purpose-driven work that changes lives.
• Tuition reimbursement and clear career growth opportunities.
• Traditional medical (BCBS of IL), dental, and vision insurance.
• Employer-paid Group Life/AD&D, Short-Term, and Long-Term Disability.
• Team member appreciation events and year-round recognition.
• Employee Assistance Program (EAP) and wellness support.
• Generous PTO including paid holidays, vacation, accrued sick time, and personal days.
• PSLF-qualifying employer under the Federal Public Service Loan Forgiveness Program.

WHAT YOU'LL DO:

Facility Operations and Maintenance

• Help maintain the appearance, safety, cleanliness, and functionality of all agency buildings and properties.
• Coordinate daily maintenance requests, routine and on-demand repairs, waste disposal, renovations, and other facility needs.
• Assist with moving facility items and ordering equipment, facility supplies, and housekeeping products.
• Work with team members across the agency to address maintenance needs and improve facility operations.

Preventative Maintenance and Inventory

• Develop, maintain, and complete preventative maintenance schedules for agency buildings, equipment, appliances, and structural components.
• Monitor systems used to track preventative maintenance, repair requests, work orders, supplies, and inventory.
• Maintain an organized inventory of major appliances, facility supplies, and structural needs, including roofing, siding, windows, sidewalks, and driveways.
• Review maintenance records and tracking systems to help ensure work is completed accurately and on schedule.

Vendor and Contractor Coordination

• Serve as a primary point of contact for maintenance technicians, vendors, and contractors working at agency locations.
• Hold weekly status meetings with contracted maintenance technicians and monitor open work orders.
• Build positive and professional relationships with the agency’s external facility partners.
• Assist with scheduling, coordinating, and attending vendor meetings.

Projects and Facility Improvements

• Support major facility and capital projects, scheduled renovations, and other facility improvement initiatives.
• Help coordinate project schedules, vendors, contractors, supplies, and agency communication.
• Collaborate with program and Advancement teams to plan and carry out facility-related volunteer events and activities.

Safety, Preparedness, and Compliance

• Participate in the agency’s emergency preparedness planning and regularly scheduled Safety Committee meetings.
• Help identify, communicate, and respond to facility-related safety concerns.
• Assist with permit applications and other applicable state or local facility requirements.

Agency Participation and Availability

• Attend required agency meetings and trainings.
• Maintain occasional evening and weekend on-call availability to respond to facility needs.
• Perform other facility-related responsibilities assigned by the Associate Director of Facilities within the scope of the position.

WHAT YOU BRING:

Education

• High School Diploma or GED required.
• Associate or Bachelor's degree preferred.

Experience

• A minimum of 2 years of related experience in the field of maintenance or facilities management.

Knowledge, Skills, and Abilities

• Valid driver's license with an acceptable driving record and ongoing personal motor vehicle insurance.
• Ability to clearly communicate with all levels of management and have strong interpersonal skills with a focus on customer service to staff.
• Ability to work collaboratively to ensure safe and efficient operation of all systems.
• Strong organizational skills to keep necessary paperwork that is easily and quickly accessible.
• Must possess a strong initiative and willingness to pitch in whenever needed.
• Ability to promote and adhere to company values.
• A commitment to a diverse, inclusive, and equitable work environment.

WORK ENVIRONMENT:

• The person in this position needs to occasionally move about to assist clients/students, access file cabinets, office machinery, etc. 
• The ability to observe details at a close range (within a few feet of the observer). 
• Consistently position self to maintain files in file cabinets or assist clients/students. 
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. 
• May require moving equipment or boxes weighing up to 75 pounds across the office or to other job sites for various needs.
• Occasionally works in outdoor weather conditions.

Helping Hand is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that embracing our differences strengthens our community and enhances the quality of care we provide.