HR/Facilities Coordinator

VelocityEHS • Chicago, IL

48d • Hybrid

About The Position

This existing vacancy is open to candidates in Chicago and requires the ability to be physically present in the office 2-3 days per week, or more, to manage onsite needs. The HR/Facilities Coordinator provides administrative and operational support to the People team, with a focus on facilities, recruiting coordination and general HR services. This role plays an important part in creating a seamless candidate and employee experience while also serving as the on-the-ground point of contact for VelocityEHS's Chicago office. The ideal candidate is highly organized, people focused, and thrives in a fast-paced, hybrid work environment. This is a hybrid role based in Chicago and requires the ability to be physically present in the office 2-3 days per week, or more, to manage onsite needs.

Requirements

• 1-2+ years of experience in Facilities Management, HR coordination, or general administrative support.
• Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field-or equivalent combination of education and relevant work experience.
• Prior experience managing office logistics, vendor relationships, or facilities coordination.
• Ability to handle confidential documents and sensitive information with professionalism and discretion
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Customer-service mindset with ability to manage multiple requests with professionalism and discretion.
• Comfort operating in hybrid work environments with both remote and in-person touchpoints.
• Proficiency in Microsoft Office and experience with HRIS or applicant tracking systems (ATS).
• Must be able to be onsite in the Chicago office a minimum of 2-3+ days per week on a consistent basis

Nice To Haves

• Experience working in a fast-paced remote/hybrid environment.
• Familiarity with recruiting workflows or ATS platforms (e.g., UKG, Workday).
• Enthusiasm for employee engagement, team connection, and workplace culture.

Responsibilities

• Manage daily operations of the Chicago coworking space, ensuring a professional, well-equipped environment that supports collaboration, productivity, and hybrid work.
• Serve as the primary onsite contact 2-3 days per week (or as needed) to support office setup, hospitality, mail and package distribution, vendor coordination, and the overall in office employee experience.
• Manage incoming and outgoing mail, including confidential materials and checks; ensure secure scanning, routing, and forwarding of payments to the designated lockbox while maintaining discretion and data security.
• Coordinate all aspects of meetings and events, including room reservations, catering, technology setup, guest access, and post-event follow-up.
• Partner with Internal IT to ensure all workspaces and meeting areas have functioning AV systems, network connections, and technology resources to support hybrid collaboration.
• Act as liaison between VelocityEHS and the Merchandise Mart property team for lease, facilities, and storage needs; oversee related vendor relationships, budget tracking, and invoice processing.
• Periodically assess the coworking space to ensure it meets evolving business and employee needs; research and recommend alternative workspace options to support cost-effectiveness, accessibility, and team collaboration.
• Oversee coworking membership records, guest access, and onsite services (e.g., cleaning, deliveries) in alignment with company and coworking policies.
• Manage larger facilities initiatives and vendor projects, ensuring deliverables remain on scope, budget, and timeline.
• Support safety, accessibility, and emergency readiness across all facilities; continuously improve facilities processes, SOPs, and documentation for consistency and efficiency.
• Schedule candidate interviews, coordinate hiring manager availability, and ensure timely and professional communication with candidates.
• Post jobs, manage applicant tracking workflows, and maintain accurate candidate records.
• Assist with pre-boarding and onboarding tasks such as preparing offer letters, collecting documentation, and coordinating orientation logistics.
• Support employee lifecycle documentation, including status changes, internal transfers, and HRIS updates.
• Complete monthly expense reports, allocating spend to appropriate departments per event and employee.
• Respond to basic HR inquiries and route more complex questions to the appropriate HR team member.
• Support employee engagement efforts, recognition programs, and People team communications.
• Provide general HR administrative support and assist with additional team projects or initiatives as needed.

Benefits

• Generous time off programs
• Medical/dental coverage, retirement (with employer match)
• Parental leave plans for all family types
• Job shadowing programs and one-on-one coaching opportunities
• Tuition reimbursement for continuing education, advanced degrees, and certifications
• Remote-first and flexible work schedule to fit your family's needs
• Monthly stipend to make your home office more comfortable, productive, and successful
• Corporate wellness and personalized preventative mental health care programs
• Summer Fridays (Memorial Day through Labor Day enjoy a 6-hour workday every Friday)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Publishing Industries
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees