Facilities Coordinator

Facilities Coordinator

Independence Pet Group (IPG), a subsidiary of Independence Pet Holdings, is one of North America's largest pet insurance and services organizations. Our impressive family of brands supports insurance for more than 1,000,000 pets in the U.S. and Canada and provides well-being, safety, resources, and business solutions to the pet industry.

Job Location: Onsite to Chicago

Job Summary: IPG is seeking a Facilities Coordinator that is responsible for the day-to-day administration and smooth operations of the Chicago Office. This role ensures a sage, efficient, and well-functioning workspace by managing office services, coordinating access and visitor processes, maintaining supplies, and supporting health and safety protocols. The position serves as the primary on-site contact for employees, visitors, and vendors, and plays a key role in maintaining a professional and compliant workplace environment.

Main Responsibilities- Office Administration & Workplace Operations

• Manage daily office operations to ensure a clean and functional workplace environment
• Act as primary point of contact for employees for facilities-related inquiries
• Coordinate with landlords and service providers for maintenance and repairs
• Support onboarding and offboarding logistics including workspace setup

Visitor Management & Access Control

• Administer visitor access including pre-registration, badging, and escort coordination
• Maintain visitor logs and access records in line with company protocols
• Manage issuance and revocation of access badges for employees and contractors
• Provide a professional front-of-house experience for visitors

Office Resources & Space Coordination

• Manage booking and administration of meeting rooms and shared spaces
• Monitor utilization and ensure spaces are maintained and functional
• Support internal meetings and office events

Inventory & Supplies Management

• Maintain stock levels for office supplies and consumables
• Manage vendor orders, deliveries, and inventory tracking
• Ensure timely replenishment of supplies

Health, Safety & Emergency Preparedness

• Act as the local safety coordinator and emergency response contact
• Support compliance with health and safety protocols
• Assist with evacuation planning, drills, and incident coordination
• Maintain first aid supplies and support employee safety awareness

Vendor & Service Coordination

• Coordinate on-site vendors such as janitorial, maintenance, and security services
• Track service performance and escalate issues as needed
• Maintain strong relationships with landlords and service providers

Key Skills & Qualifications

• 2–5 years experience in facilities coordination or office management
• Strong organizational and multitasking skills
• Excellent communication and stakeholder management skills
• Familiarity with access control and office management systems
• Basic knowledge of workplace health and safety practices

All of our jobs come with great benefits including healthcare, parental leave and opportunities for career advancements. Some offerings are dependent upon the location of where you work and can include the following:

• Comprehensive full medical, dental and vision Insurance
• Basic Life Insurance at no cost to the employee
• Company paid short-term and long-term disability
• 12 weeks of 100% paid Parental Leave
• Health Savings Account (HSA)
• Flexible Spending Accounts (FSA)
• Retirement savings plan
• Personal Paid Time Off
• Paid holidays and company-wide Wellness Day off
• Paid time off to volunteer at nonprofit organizations
• Pet friendly office environment
• Commuter Benefits
• Group Pet Insurance
• On the job training and skills development
• Employee Assistance Program (EAP)