Project Coordinator

Gailey Eye Clinic • Bloomington, IL

8d • Onsite

About The Position

The Project Coordinator – Facilities provides operational and administrative coordination for the Facilities Department. This role manages the ticketing workflow, dispatches resources, coordinates vendors, and ensures timely completion of facility-related requests across all locations.

Requirements

• Sit at a desk and/or stand for long hours during regularly scheduled work hours.
• Reaching, stooping, crouching, kneeling, climbing, twisting, hearing and repetitive motions.
• Lift up to 25 pounds.
• Must have reliable transportation and be able to drive/travel as needed.

Responsibilities

• Manage the facilities ticketing system and prioritize incoming requests
• Assign and dispatch Facilities Coordinator (Joel) based on urgency and need
• Track progress and ensure timely resolution of all tickets
• Manage department calendar, scheduling, and travel coordination
• Monitor and respond to emails and correspondence
• Answer incoming calls and route requests appropriately
• Maintain electronic and hard copy filing systems
• Order and maintain inventory of office supplies, equipment supplies (paper, light bulbs, batteries, etc.), and forms, brochures, business cards, and marketing materials
• Review supply levels across all clinics and proactively reorder
• Maintain an inventory log of facility tools and equipment to ensure accurate tracking of purchased items and availability.
• Coordinate with vendors for maintenance and repairs (HVAC, janitorial, elevator, etc.)
• Obtain quotes and manage service scheduling
• Maintain relationships with service providers (shredding, security systems, etc.)
• Support new facility transition planning and setup
• Coordinate repairs, maintenance projects, and improvements
• Oversee project timelines and ensure completion
• Conduct facility assessments for functional and cosmetic needs
• Coordinate resolution of identified issues
• Assist in maintaining facility appearance and seasonal décor standards
• Manage and monitor facility security systems
• Coordinate access and security-related needs
• Manage and control distribution of building keys, issuing keys to authorized personnel as needed and maintaining accurate records of key assignments
• Coordinate facility-related aspects of company events and community outreach
• Assist with food orders and setup for staff lunches
• Maintain Gailey apparel store and distribution to employees
• Serve as primary point of contact for facility-related communication
• Provide updates to leadership on projects, issues, and performance
• Ensure alignment between clinic needs and facilities execution
• Provide administrative support to the department
• Sort and deliver mail/packages around the clinic. Process mail for postage daily.
• Manage courier and packages to ensure prompt delivery based on staff and doctor’s schedules.
• Lead or assist with special projects, including those requiring travel

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed