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Facility Project Coordinator

Req ID: 8048
Location: Chicago - Loop
# of Openings: 1
FT/PT: Full time
Employment Type: Regular
Salary Schedule:
Job Notes:


Summary:  Provides facility management support under the direction of the of the Associate Director, Facilities. Work closely with the Associate Director of Facilities to ensure all facility matters and projects are handled in the proper manner. The Facility Project Coordinator will be the first point of contact for internal and external customers seeking support and information from the Facilities department. Provide administrative and project support to the facilities team. Ensures office equipment, appliances and building devices are operating properly. Coordinate and oversee fleet management activities with staff and external vendor. Perform facilities and fleet analysis and communicate Heartland Alliance Facility and Fleet Management policy and process. Ability to work independently while employing integrity and sound business decisions to solve problems.

Essential Duties and Responsibilities:

  • Assist and support the Associate Director of Facilities on daily facilities matters and tasks.
  • Oversee the maintenance and upkeep on office equipment, furniture and appliances.
  • Coordinate office and equipment repairs with building management and external vendors.  
  • Provide direction and assistance to Heartland Alliance staff on facilities and fleet related concerns
  • Respond to facility matters requests that are sent to the Loop office support from staff.
  • Program Heartland Alliance ID badges utilizing our S2 Software System and issue to staff.
  • Manage physical assets, track maintenance and repairs, and maintain inventory listing.
  • Assist management in space planning activities and office operational matters.
  • Partner and collaborate with Risk Management on safety and security issues, conduct periodic safety drills and assess the effectiveness of facilities policies and procedures
  • Manage and administer internal HeartNET Facilities, Fleet and Reservation Booking System resource page and documents
  • System administrator for Heartland Alliance office applications, (i.e) Reservation Booking System, Employee Access Control System and RMIS(Fleet).
  • Partner with HR to keep abreast of HA vehicle authorized drivers to ensure policy compliant.
  • Facilitate and coordinate vehicle and fuel card request with staff and fleet vendor.
  • Manage company fuel card assignments for authorized drivers.
  • Research sources of supply and analyze the market based upon requested commodity or service
  • Respond to vendor inquiries regarding Heartland Alliance office space and fleet related matters.
  • Perform other duties as assigned.

Required travel would be throughout the Chicagoland area.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Minimum of five (5) years of experience in facilities management, fleet, operations, inventory, project management, and customer service in a non-profit and/or government environment.
  • Bachelor’s Degree in Business Administration or related area.
  • Knowledge and understanding of facility operations methods, principles and terminology.
  • Strong organizational, problem solving and analytical skills.
  • Excellent written and verbal communication skills.
  • Skilled in project management, provide excellent customer service, and meet project deadlines.
  • Ability and skills to use sound business judgement and maintain confidentiality.  
  • Ability to identify processes needing improvement and make recommendations.
  • Strong and proficient computer skills using Windows-based programs.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The employee is regularly required to talk or hear.
  • The employee is frequently required to sit and use hands to key, handle, or feel.
  • The employee is occasionally required to stand; walk and reach with hands and arms.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually low to moderate.
  • The employee in this position will occasionally be required to travel to program sites.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987. .

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Heartland Alliance requires all employees to be fully vaccinated against COVID-19 unless Heartland has approved a medical or religious accommodation for you consistent with applicable laws and regulations.