HR / Facilities Coordinator

HR / Facilities Coordinator

This existing vacancy is open to candidates in Chicago and requires the ability to be physically present in the office 23 days per week, or more, to manage onsite needs. The HR / Facilities Coordinator provides administrative and operational support to the People team, with a focus on facilities, recruiting coordination, and general HR services. This role plays an important part in creating a seamless candidate and employee experience while also serving as the on-the-ground point of contact for VelocityEHSs Chicago office. The ideal candidate is highly organized, people focused, and thrives in a fast-paced, hybrid work environment. This is a hybrid role based in Chicago and requires the ability to be physically present in the office 23 days per week, or more, to manage onsite needs.

Primary Duties and Responsibilities :

• Manage daily operations of the Chicago coworking space, ensuring a professional, well-equipped environment that supports collaboration, productivity, and hybrid work.
• Serve as the primary onsite contact 23 days per week (or as needed) to support office setup, hospitality, mail and package distribution, vendor coordination, and the overall in office employee experience.
• Manage incoming and outgoing mail, including confidential materials and checks; ensure secure scanning, routing, and forwarding of payments to the designated lockbox while maintaining discretion and data security.
• Coordinate all aspects of meetings and events, including room reservations, catering, technology setup, guest access, and post-event follow-up.
• Partner with Internal IT to ensure all workspaces and meeting areas have functioning AV systems, network connections, and technology resources to support hybrid collaboration.
• Act as liaison between VelocityEHS and the Merchandise Mart property team for lease, facilities, and storage needs; oversee related vendor relationships, budget tracking, and invoice processing.
• Periodically assess the coworking space to ensure it meets evolving business and employee needs; research and recommend alternative workspace options to support cost-effectiveness, accessibility, and team collaboration.
• Oversee coworking membership records, guest access, and onsite services (e.g., cleaning, deliveries) in alignment with company and coworking policies.
• Manage larger facilities initiatives and vendor projects, ensuring deliverables remain on scope, budget, and timeline.
• Support safety, accessibility, and emergency readiness across all facilities; continuously improve facilities processes, SOPs, and documentation for consistency and efficiency.
• Schedule candidate interviews, coordinate hiring manager availability, and ensure timely and professional communication with candidates.
• Post jobs, manage applicant tracking workflows, and maintain accurate candidate records.
• Assist with pre-boarding and onboarding tasks such as preparing offer letters, collecting documentation, and coordinating orientation logistics.
• Support employee lifecycle documentation, including status changes, internal transfers, and HRIS updates.
• Complete monthly expense reports, allocating spend to appropriate departments per event and employee.
• Respond to basic HR inquiries and route more complex questions to the appropriate HR team member.
• Support employee engagement efforts, recognition programs, and People team communications.
• Provide general HR administrative support and assist with additional team projects or initiatives as needed.

Minimum Skills and Qualifications :

Preferred Skills and Qualifications :