The role is located in Lincolnshire, IL (north of Chicago).
Salary Range: $75k-85k Depending on Experience
This full time position is complemented by a benefit offering including Medical, Dental, Vision, and Life Insurance, PTO, STD & LTD Benefits, 401k Retirement Plan and more.
Job Description Summary
The Safety and Facilities Coordinator position is responsible for ensuring a safe, functional, and compliant environment by overseeing building operations, maintenance, vendor contracts, and safety procedures. Key duties include conducting safety inspections and training, managing maintenance budgets and projects, enforcing health and safety regulations, responding to incidents, and ensuring the long-term functionality and security of the facility.
Duties and Responsibilities
Facility Operations and Maintenance
Inspect the facility on a daily basis to identify any potential repair or safety issues
Oversee the routine maintenance and repair of building systems (HVAC, electrical, plumbing, etc.).
- Plan and coordinate renovations, refurbishments, and space utilization projects.
Ensure that all vendors doing work in the building have a current certificate of insurance on file
Negotiate bids and manage contracts for third-party service providers, such as security and maintenance companies.
Respond to incoming maintenance and repair requests in a timely manner. Coordinate repairs by assigning vendors, obtaining appropriate approvals, and tracking progress through completion
Manage grounds maintenance, cleaning, and general upkeep of interior and exterior areas.
Manage security systems such as cameras and door access
Compile and maintain preferred vendor list; evaluate new potential vendors
Safety Compliance
Develop and implement comprehensive health and safety plans, policies, and protocols.
Conduct regular safety audits, inspections, and risk assessments to ensure compliance with industry, local, state, and federal guidelines.
Serve as the primary point of contact for incident notifications and investigations. Determine causes and recommend preventive measures and corrective actions.
Plan, implement, and conduct safety training programs for employees.
Lead Safety Team meetings on a regular basis. Prepare and maintain notes.
Identify best practices and continuous improvement initiatives to reduce work process risks, raise safety awareness, and improve safe work practices
Project and Budget Management
Oversee facility-related projects, managing costs, schedules, and vendor contracts.
Manage budgets for facility operations, maintenance, and projects.
Prepare purchase approvals for planned and unplanned expenses; track expenses
Review and process invoices for payment ensuring accuracy
Coordinate and supervise external contractors for building maintenance and improvements.
Reporting and Documentation
Maintain detailed records of safety inspection activities, reports, and correspondence.
Prepare operating reports, project status updates, and submit reports to regulatory authorities as required.
Maintain up to date records for all state, federal, and insurance semi-annual and annual inspections
Maintain all OSHA logs and reports as well as all accident/incident reports. Completes timely online reporting of OSHA summary. Assist during OSHA inspections
Other
Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives
Maintain various spreadsheets and other data records by extracting, combining, updating, and creating new spreadsheets
Maintain files with current contracts, confidentiality agreements, insurance documentation, etc.
Communicate, organize, and maintain confidential information and material
Manage special projects as assigned
Maintain an organized and secure work environment
Support co-workers in other departments as needed
Inform Manager of all noteworthy activities
Follow safety guidelines and department and corporate policies and procedures
Authority
N/A
Job Knowledge, Skills and Abilities
Knowledge of safety concepts, practices, procedures specifically as they relate to OSHA General Industry standards in a Distribution/Sales facility
Strong negotiation skills
Ability to provide quality customer service to internal and external customers
Ability to work independently with minimal supervision; be reliable and punctual
Ability to follow standard work instructions
Ability to multi-task, establish priorities and meet deadlines, maintain a flexible attitude and approach towards assignments, and maintain level of organization in a changing and fast paced environment
Excellent ability to communicate in a professional manner, both oral and written
Ability to be tactful and diplomatic in challenging situations
Ability to comprehend a variety of instructions, both oral and written
Ability to define problems, collect data, and establish facts. Excellent analytical skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers and decimals
Ability to maintain high level of confidentiality
Proficiency in Microsoft Office (Excel, PowerPoint, Word)
Ability to operate telephone, copier, fax machines, and other general office equipment
Education and Training
Minimum, High School Diploma or GED, 3-5 years related position experience
3 - 5 years experience in facilities management
2 – 3 years experience in safety management
Facility Management Professional (FMP) or Certified Facility Manager (CFM) Preferred
Building Infrastructure certifications in related technical field preferred (HVAC, Plumbing, Office Equipment, Project management) preferred
Physical Demands
Walking, stooping, bending, and reaching; sitting or walking for long periods of time
Dexterity to make fast, simple, repeated movements of the fingers, hands, and wrists
Movement by holding, turning, and grasping of objects
Extending hands in any direction
Occasional lifting and/or moving up to 25 pounds
Ability to hear normal conversations on phone or in person
Ability to see more than 20 feet
Ability to see color and see/read computer screen
Work Environment
Work is primarily performed in an office environment. Noise level is moderate
Regular exposure to warehouse environment where the worker is subject to temperature changes and moderate to loud noise levels
Exposure to vibration, fumes, gases, and proximity to moving mechanical parts when in warehouse or dyne lab
Handling of potentially dangerous chemicals or other substances
Noise level ranges from moderate to very loud
Tools and Equipment
Computer and other general office equipment
Small tools such as screw drivers, hammer, etc.
Ability to climb step ladder up to 15 feet
Ability to climb ladder for roof access
Steel toed shoes are preferred
Required Skills
Required Experience