Facilities Coordinator

Job Location

Onsite to Chicago.

IPG is seeking a Facilities Coordinator responsible for the day‑to‑day administration and smooth operations of the Chicago Office. This role ensures a safe, efficient, and well‑functioning workspace by managing office services, coordinating access and visitor processes, maintaining supplies, and supporting health and safety protocols.

• Office Administration & Workplace Operations
  • Manage daily office operations ensuring 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: pre‑registration, badging, and escort coordination.
  • Maintain visitor logs and access records in line with company protocols.
  • Issue and revoke access badges for employees and contractors.
  • Provide a professional front‑of‑house experience for visitors.
• Office Resources & Space Coordination
  • Book and administer 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 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 address issues.
  • Maintain strong relationships with landlords and service providers.

• 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.

• 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) and Flexible Spending Accounts (FSA).
• Retirement savings plan.
• Personal paid time off, paid holidays, and company‑wide wellness days.
• 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).

Independence Pet Holdings welcomes and encourages applications from individuals with disabilities. Accommodations are available upon request for candidates participating in all aspects of the selection process.