Facility Coordinator - M-F 8am-5:30pm

UPS Supply Chain Solutions•Chicago, IL

1d•$18 - $24

About The Position

The Facility Coordinator ensures that the branch operates safely, seamlessly, and in compliance with life-science regulatory and healthcare standards. The role combines administrative work and vendor coordination (approximately 75% of the day) with on-site walkthroughs, inspections, and hands-on maintenance (approximately 25%). Working under moderate supervision, the coordinator oversees scheduled calibrations, GMP vendor services, Central Monitoring Systems (CMS), alarm response protocols, and general facility upkeep to support branch safety, audit readiness, and business continuity. The position coordinates maintenance and calibration vendors for critical facility systems and support services, monitors CMS functionality and alerts, supports emergency preparedness, and maintains complete documentation of maintenance, calibration, and qualification events. It also includes daily facility inspections, minor repairs, upkeep of shared spaces, and monitoring of equipment and emergency supplies. The role requires a consistent full-time Monday-through-Friday schedule between 8:00 AM and 6:00 PM, with flexibility to participate in urgent alarm-response escalations. The posted base pay range is $18.25 to $24.00 per hour. The position is permanent.

Requirements

1–3 years of experience in facilities coordination, building maintenance administrative support, or property coordination.
Working familiarity with commercial HVAC, refrigeration and freezer units, plumbing, basic electrical systems, and Central Monitoring Systems (CMS).
Strong working knowledge of Microsoft Office, including Outlook for scheduling and Excel for tracking logs, maintenance schedules, and reporting.
Comfort performing light, proactive repairs such as changing bulbs, making minor adjustments, and spreading salt or ice-melt on walkways.
Ability to communicate clearly with vendors and internal teams during emergencies, prioritize urgent tasks, and resolve issues methodically.
Ability to work a consistent full-time Monday-through-Friday shift between 8:00 AM and 6:00 PM, with flexibility for urgent alarm-response escalations.
Ability to work at a desk or computer terminal for roughly 75% of the shift.
Ability to walk, stand, climb step stools or short ladders, bend, stoop, and lift up to 35–50 lbs during inspections and minor maintenance.
Must be a U.S. Citizen or National, a lawful permanent resident, or an alien authorized to work in the U.S. for this employer.

Nice To Haves

Experience in pharmaceutical, healthcare, cold-chain logistics, or regulated environments.
Prior exposure to GMP, GDP, and GDocP documentation standards.

Responsibilities

Coordinate and enforce compliance with the branch’s Annual Schedule of Maintenance and Calibration.
Schedule specialized GMP vendors for HVAC, cold rooms, freezers, generators, temperature monitoring units, and electrical installations.
Coordinate facility support vendors for pest control, cleaning, security, access control, fire prevention and suppression, and building repairs.
Ensure third-party maintenance, calibration, and qualification services meet technical specifications and GMP requirements.
Coordinate rapid-response emergency maintenance to prevent temperature excursions and protect clinical trial shipments.
Coordinate qualification and validation activities for GMP equipment, systems, and facilities with the Global Validation & Qualification team and contractors.
Monitor CMS hardware, LAN/internet connectivity, server communication, and installation conditions to support continuous data integrity.
Coordinate CMS sensor calibrations and routine sensor challenge testing.
Monitor CMS alerts, investigate triggers, and document findings according to SOPs.
Lead the site Alarm Response Team and drive prompt investigation and containment of facility or cold-chain excursions.
Oversee site life-safety and security infrastructure, including CCTV, electronic access control, intrusion alarms, and fire prevention and suppression systems.
Participate in site Disaster Recovery Plan, Emergency Preparedness, and Business Continuity teams.
Maintain comprehensive records and audit trails for corrective, preventative, and emergency maintenance, calibrations, and qualification events.
Ensure documentation adheres to GDocP, GMP, GDP, and internal SOPs.
Use Microsoft Excel and Outlook to manage schedules, track service tickets, document vendor communications, and share operational reports.
Conduct daily walkthroughs to inspect environmental conditions, cleanliness, safety signage, and physical infrastructure.
Perform minor facility tasks such as replacing light bulbs, assembling basic fixtures, making minor hardware adjustments, and clearing or salting walkways during inclement weather.
Maintain breakrooms, kitchens, and common areas between custodial visits.
Monitor equipment, consumables, and emergency supply levels to support environmental health and safety standards.
Provide internal customer service across branch departments and support continuous improvements in quality, turnaround speed, productivity, and cost efficiency.
Maintain compliance with international, federal, and local regulatory requirements and company policies, and perform other reasonable duties requested by the Line Manager.