Facilities Coordinator

Job description - National Facilities Coordinator

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

Location: Schaumburg, IL

Workplace: Onsite. Hybrid remote work available

Compensation: $50,000-$60,000 per year

Inszone Insurance Services, LLC is seeking a highly organized and detail-oriented Facilities Coordinator to support our growing national footprint. This role will be responsible for vendor management, lease administration, facilities support, and assisting with office openings, closings, and consolidations. The ideal candidate will have strong organizational skills, the ability to manage multiple priorities, and experience working with facility operations at a national scale.

Key Responsibilities:

Organizing Data

• Use Microsoft Excel and other data management programmes to keep facilities information organised.
• Compile data when needed.

Vendor Management & Tracking

• 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.

National Office Support

• 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.

Lease Administration

• 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.

Office Openings, Closings & Consolidations

• 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.

Qualifications:

• Bachelor's degree in Business Administration, Facilities Management, or a related field (preferred but not 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.
• Proficiency with leasing administration software (experience with Lease Harbor preferred).
• 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.

Who We Are

Founded in 2002 in Rancho Cordova, CA, Inszone Insurance Services is a customer-centric, full-service insurance agency established to deliver personalized and comprehensive insurance solutions. Under its current ownership, in 2013 the company embarked on a rigorous expansion strategy. Inszone entered the Nevada market in 2018 and Arizona in 2019. A 2020 partnership with BHMS Investments and a 2023 partnership with Lightyear Capital enabled expansions into additional states, covering nearly half the country by the fall of 2025. Concurrently, Inszone experienced significant internal growth, starting with a team of just 25 employees and now proudly features more than 1,000 team members. This expansion was coupled with the company's recognition in Insurance Journal's Top 100 Property/Casualty Agencies list at #29.

Why work for Inszone Insurance?

At Inszone, we're passionate about the insurance industry and strive to create a unique company that we're proud to be a part of. With over 20 years of experience in the business, we focus on growing organically and through strategic mergers and acquisitions. Every decision we make is guided by our unwavering commitment to our team members, customers, and our carriers-each an integral part of the Inszone process. Our mission is to deliver comprehensive and personalized insurance solutions, and our guiding values emphasize strong relationships with our customers, ensuring their satisfaction above all. Looking ahead, we aim to further solidify our footprint by establishing locations in all 50 states of the USA. Our journey thus far has been one of resilience, differentiation, and innovation. Guided by our values, goals, and our excellent service to our customers, we will continue our growth trajectory and consistently improve our standing in the industry.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

Profitable. Professional. Honest. Positive. Collaborative. Supportive. Committed. Accountable. These values and more are the hallmarks of Inszone. Apply today and see for yourself