Facilities Coordinator at Medulla in Oak Brook, IL

Company Description

The Facilities Coordinator provides mid-level administrative and operational support to ensure the efficient maintenance and coordination of Medulla LLC facilities. This role is responsible for managing work orders, coordinating vendors, maintaining compliance documentation, and supporting preventative maintenance programs across multiple locations. The ideal candidate is highly organized, detail-oriented, and capable of managing competing priorities in a fast-paced, multi-site environment.

Job Description

Essential Functions and Responsibilities

1. Monitor, manage, and track facility-related work orders through the Freshservice ticketing system to ensure timely response, assignment, follow-up, and resolution.
2. Schedule and coordinate maintenance and repair activities across multiple trades, including carpentry, electrical, plumbing, painting, HVAC, roofing, and access control systems.
3. Coordinate communication between internal teams and external vendors to support completion of facility-related services and repairs.
4. Assist in scheduling and follow-up with vendors to ensure contracted services are completed in a timely and satisfactory manner.
5. Support vendor management activities, including obtaining quotes, tracking service performance, and assisting with RFP preparation and documentation.
6. Review incoming maintenance requests, inspection results, and facility reports to identify issues and escalate appropriately.
7. Support management during site visits, inspections, vendor meetings, and facility assessments as needed.
8. Maintain communication logs and assist with landlord/property management coordination, including tracking facility-related lease requirements and requests.
9. Support HIPAA and OSHA compliance by ensuring facility-related issues are documented, tracked, and resolved in a timely manner.
10. Maintain preventative maintenance schedules and ensure recurring maintenance tasks are tracked and completed across all locations.
11. Maintain organized records for all facility-related inspections and compliance requirements, including fire extinguishers, sprinkler systems, backflow prevention devices, HVAC certifications, X-ray inspections, and other applicable state or local regulatory inspections. Track inspection due dates, coordinate with vendors for completion, and ensure documentation is properly filed and accessible for audits.
12. Maintain accurate facility records and assist in preparing reports for management review, including work orders, maintenance logs, inspection tracking, and audit documentation.
13. Assist in documenting and improving facility processes and workflows to support consistency and efficiency across locations.

Qualifications

• 3–5 years of experience in facilities coordination, maintenance administration, vendor coordination, or related operations support role.
• Demonstrated ability to manage competing priorities in a fast-paced environment, respond to urgent facility issues, and effectively prioritize workload to ensure timely resolution of critical tasks.
• Experience working with a work order or ticketing system (e.g., Freshservice or similar platform).
• Strong organizational skills with the ability to manage multiple priorities across several locations.
• Experience coordinating with external vendors and service providers.
• Working knowledge of basic building systems (HVAC, plumbing, electrical, fire/life safety systems) preferred.
• Familiarity with facility compliance tracking or inspection scheduling strongly preferred.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word); ability to maintain organized records and reporting spreadsheets.
• Strong attention to detail, follow-through, and accountability for task completion tracking.
• Effective written and verbal communication skills for coordinating with internal teams and external partners.
• Ability to work independently while escalating issues appropriately when needed.
• Experience in healthcare, multi-site operations, or regulated environments is a plus.

Hybrid: In office 3-4 days per week

Additional Information

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Disclaimer

All team members agree to consistently support compliance and TVG-Medulla, LLC policies and Standards of Excellence with regard to maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, adhering to applicable federal, state, and local laws and regulations, accreditation, and licenser requirements (if applicable), and Medulla procedures and protocols. Must perform other related duties and assist with project completion as needed. Team member may be required to provide necessary information to complete a DMV (or equivalent agency) background check.