HRFacilities Coordinator

The Opportunity:

This existing vacancy is open to candidates in Chicago and requires the ability to be physically present in the office 23 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 VelocityEHSs 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 23 days per week or more to manage onsite needs.

Primary Duties and 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 23 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.

Minimum Skills and Qualifications

• 1-2 years of experience in Facilities Management HR coordination or general administrative support.
• Associates or Bachelors degree in Human Resources Business Administration or a related fieldor 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

Preferred Skills and Qualifications

• 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.

Who is VelocityEHS

VelocityEHS is the largest and fastest-growing environmental health safety (EHS) and sustainability software company in the world. Relied on by more than 10 million users worldwide to drive operational excellence and achieve outstanding outcomes VelocityEHS is the global leader in true SaaS enterprise EHS & ESG technology. The VelocityEHS Accelerate Platform is the definitive gold-standard delivering best-in-class solutions for managing ESG Safety Industrial Ergonomics Control of Work Health Operational Risk and Environmental Compliance.

Our customers include the worlds most esteemed Fortune 1000 corporations. From manufacturing to food & beverage from chemicals to pharmaceuticals weve worked with them at every level from the boardroom to the shop floor. We still operate with the same start-up mentality that has made us the leading cloud EHS company and offer each and every employee the opportunity to grow and reach their full potential.

What are the benefits and perks of working at VelocityEHS

You and your loved ones will be supported with a competitive and comprehensive benefits package. Below are some highlights for eligible employees or you can review all our perks and benefits by visiting our career page!

• 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 familys 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)

VelocityEHS is committed to competitive fair and equitable compensation practices by offering market-based salary ranges. The expected salary range for this position is between $53250 $73150 USD (United States). We aim to hire between the minimum and midpoint of the salary range and offers at the maximum of the range are uncommon. The final offered salary will be based on candidates proficiency in skill set prior relevant experience internal equity market considerations and other factors. This role is eligible for our comprehensive benefits package.

We welcome and encourage diversity in the workplace. VelocityEHS is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to age race color national or ethnic origin religion sex sexual orientation gender identity or expression marital status family status veteran status Indigenous/Native American status or disability. Applicants with disabilities can request accessible formats communication supports or other accessibility assistance by contacting

Headhunters and recruitment agencies may not submit resumes/CVs through this website or directly to managers. VelocityEHS does not accept unsolicited headhunters and agency resumes. VelocityEHS will not pay fees to any third-party agency or company that does not have a signed agreement with VelocityEHS.

Required Experience:

IC