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Inszone Insurance Services · 1 day ago

Facilities Coordinator

Schaumburg, IL

Full-time

Hybrid

Entry, Mid Level

$50K/yr - $60K/yr

2+ years exp

Inszone Insurance Services is seeking a highly organized and detail-oriented Facilities Coordinator to support their growing national footprint. This role will be responsible for vendor management, lease administration, and assisting with office openings, closings, and consolidations, ensuring efficient facility operations across all Inszone offices nationwide.

Auto InsuranceCommercial InsuranceCustomer ServiceHealth InsuranceInsurance

Growth Opportunities

Hiring Manager

Christopher Littell

Responsibilities

Use Microsoft Excel and other data management programmes to keep facilities information organised

Compile data when needed

Oversee and manage all facility vendor contracts, including janitorial, water, shredding, copier services, and other facility-related vendors

Develop and maintain a comprehensive vendor database, tracking services provided, costs, and renewal dates

Monitor vendor performance, address service issues, and negotiate contracts to ensure cost-effectiveness and high service quality

Serve as the first point of contact for facility-related requests across all Inszone offices nationwide

Coordinate resolution of facility issues, ensuring timely communication and follow-through with internal teams and external vendors

Maintain service request logs to track and report on issue resolution trends

Update national database with critical office site information

Coordinate with regional leadership for ongoing office needs

Support the Director of National Facilities in updating Lease Harbor (leasing administration software)

Perform audits within Lease Harbor to ensure accurate data entry, lease compliance, and reporting

Track key lease milestones such as expirations, renewals, and critical dates

Assist with all phases of new office openings, including vendor setup, facility readiness, and move coordination

Support office closures and consolidations by coordinating vendor terminations, asset removal, and facility handover

Partner with cross-functional teams (IT, HR, Operations) to ensure smooth transitions during office lifecycle changes

Qualification

Facilities CoordinationVendor ManagementLease AdministrationMicrosoft Office SuiteLeasing Administration SoftwareProject ManagementCommunication SkillsOrganizational SkillsAttention to Detail

Required

2+ years of experience in facilities coordination, property management, vendor management, or a similar role

Strong project management and organizational skills with the ability to handle multiple priorities

Excellent communication and interpersonal skills to manage vendor relationships and support internal stakeholders

Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

Ability to work independently, with a high level of accountability and attention to detail

Preferred

Bachelor's degree in Business Administration, Facilities Management, or a related field

Proficiency with leasing administration software (experience with Lease Harbor preferred)

Benefits

Group Health, Dental, Vision, and Life Insurance for employee and dependents, with company currently contributing 100% towards base HMO or PPO coverage, with additional options available for expanded coverage and dependent care.

Health Savings Account, Short-Term and Long-Term disability options

Paid time off, accrued paid sick days and time off to devote to your favourite charity

Paid Holidays, including the day after Thanksgiving

401K retirement program with company contribution matching

Access to our Employee Assistance Program