Title:  Facilities and Building Services Coordinator

About I-CAR:

The Inter-Industry Conference on Auto Collision Repair (I-CAR) is a growing, not-for-profit organization, headquartered in Hoffman Estates, Illinois, serving the automotive collision repair industry globally. The organization was established by representatives of the collision repair, automotive, and insurance industries in 1979 and has doubled its revenue over the last six years.

Today, the I-CAR brand is stronger than it has been in 40 years of operation and has gained a worldwide reputation. There is momentum and excitement among its committed workforce, instructors and volunteers to continue to help the organization grow and expand its breadth of reach and scale. I-CAR leadership believes that the future of the organization will be importantly influenced by its continuing innovation and relevance of its products, technical programs and services.

Job Summary: The Facilities and Building Services Coordinator is responsible for the daily operation, maintenance, safety, security, and cleanliness of the CTC facility, grounds, training labs, and classrooms. This role supports building maintenance, vendor management, student and visitor services, event coordination, equipment and vehicle logistics, supply oversight, and general operational support for all training and development activities. The coordinator ensures that facility systems function correctly, spaces remain organized and 5S compliant, classrooms and labs are fully prepared for instruction, industry partner events are executed smoothly, and safety and regulatory standards are strictly upheld. The role also provides basic onsite IT support and serves as a primary point of contact for employees, students, visitors, tenants, and OEM partners.

This position will be working onsite at our I-CAR Vernon Hills location: 800 Corporate Woods Pkwy, Vernon Hills, IL 60061

Working Hours: 7AM-4PM

Primary Responsibilities include, but are not limited to, the following.  Other duties may be assigned.

Primary Responsibilities

Responsibilities include, but are not limited to, the following. Other duties may be assigned.

1. Facility Operations, Maintenance & Grounds Care

• Oversee and perform daily facility maintenance including building repairs, HVAC support, lighting, environmental monitoring, emergency generators, compressors, and general building systems.
• Conduct regular facility inspections; identify needed repairs and complete or coordinate resolution.
• Administer an auditable preventive maintenance program for all building and equipment systems.
• Perform minor repairs (paint, patching, light carpentry, door hardware, fixtures, signage installation).
• Maintain daily interior/exterior cleanliness including trash removal, sweeping, mopping, vacuuming, dusting, restroom and break room restocking, window cleaning, and general tidying.
• Support grounds care including landscaping, snow removal, parking lot maintenance, and vendor oversight.
• Operate and maintain facility tools and equipment such as floor scrubbers, air hoses, and shop support equipment.

2. Safety, Security & Compliance

• Ensure facility safety, appearance, and security while responding promptly to hazards or emergencies.
• Monitor safety conditions in building, shop, lab, and surrounding areas; proactively prevent risks.
• Manage and maintain facility security systems including card access, alarm systems, and after-hours emergency response.
• Enforce safety practices and verify compliance with federal, state, and local building codes.
• Conduct or coordinate all required annual inspections (fire systems, alarms, equipment, HVAC, fire doors, etc.).
• Support SOC2 compliance through daily check-in/check-out of all non-I-CAR visitors and students.

3. Training Center, Classroom & Student Support

• Prepare classrooms, labs, and training spaces including table/chair arrangement, AV setup, signage, and equipment staging.
• Support delivery, welding, specialty training, and development teams with room readiness and equipment needs.
• Issue key cards for students providing controlled access to training labs.
• Coordinate student meals: receiving deliveries, setting up lunches, cleaning and resetting the lounge afterward.
• Restock and maintain student snacks, beverages, and classroom consumables.
• Assist instructors and staff with daily operational needs and accommodate shifting training or meeting schedules.

4. Event Coordination & Partner Support

• Coordinate and support internal events including BOD, ELT, SP meetings, staff meetings, and special programs.
• Serve as primary onsite contact for industry partners and tenants (BMW, JLR, CREF, Hunter, Snap-On, Solidus, etc.).
• Prepare spaces, signage, AV, equipment, and logistics for partner events, demonstrations, and training sessions.
• Ensure high-level hospitality, room readiness, and facility support for VIP visitors.

5. Logistics, Shipping/Receiving & Vehicle Coordination

• Manage inbound and outbound shipments of tools, equipment, EV carts, welding equipment, training materials, and partner deliveries.
• Coordinate movement of vehicles used for training, development work, SEMA support, OEM programs, or transfers between CTC and ATC.
• Perform receiving inspections, maintain accurate records, and ensure proper distribution or storage.
• Support shop organization, equipment movement, and general material handling.

6. Inventory, Supplies & Shop Management

• Maintain inventory accuracy for facility supplies, tools, consumables, and classroom materials.
• Restock all facility areas including classrooms, labs, lounges, office areas, and shop.
• Order supplies, consumables, tools, equipment, and refreshments as needed.
• Support ongoing organization and readiness of all facility storage spaces.

7. Lean 5S, Organization & Process Improvement

• Lead and enforce 5S workplace organization standards across shop spaces, labs, loading docks, classrooms, and front offices.
• Maintain visual management systems and ensure all spaces remain clean, safe, orderly, and standardized.
• Identify opportunities to improve efficiency, space utilization, and facility processes.
• Participate in continuous improvement and lean events.

8. Scheduling, Communication & IT Support

• Manage the scheduling of all available training, classroom, and meeting spaces at the CTC.
• Ensure timely communication of facility updates, safety issues, and security announcements.
• Develop, write, and revise facility-related SOPs as needed.
• Provide basic onsite IT support (computers, AV equipment, connectivity) when IT staff are unavailable, and coordinate issue escalation.

9. Vendor Coordination & Administrative Support

• Serve as the key liaison for building vendors, maintenance contractors, landscape/snow providers, and emergency personnel.
• Develop scopes of work, obtain bids, and evaluate vendor performance for cost, quality, and reliability.
• Handle clerical tasks including copying, mail services, shipping/receiving documentation, and administrative reporting.
• Ensure consistency, professionalism, and service quality in all vendor interactions.

Skills and Aptitudes

• Strong initiative, forward-thinking, and ability to work independently with minimal supervision.
• Strong understanding of facility systems, maintenance methods, and safety requirements.
• Excellent problem-solving and judgment skills, especially under changing or urgent circumstances.
• Ability to manage multiple tasks, shifting priorities, and tight timelines simultaneously.
• Clear and professional communication skills with employees, leadership, students, and external partners.
• Strong organizational ability, time management, and attention to detail.
• Highly service-oriented, adaptable, and able to support diverse operational needs.

Education and Experience Requirements

• Minimum 5 years of facilities management or building operations experience required.
• Hands-on skills in basic plumbing, electrical, HVAC support, carpentry, and general repair work.
• Experience supporting training programs, classroom setup, or operations preferred.
• Experience with inventory management, logistics, shipping/receiving, or vehicle coordination preferred.
• Previous event support or partner coordination experience strongly preferred.
• Strong written and verbal communication skills.
• Familiar with Microsoft Suite products including Outlook, Excel, SharePoint, Teams, etc.
• Ability to work flexible hours, including occasional evenings or weekends.

Job Conditions and Physical Demands

• Work performed across office, shop, lab, loading dock, and outdoor environments.
• Exposure to moderate to loud noise depending on location.
• Frequent standing, walking, sitting, reaching, climbing, crawling, kneeling, squatting, bending, and material handling.
• Ability to lift and carry up to 25 pounds regularly.
• Requires adequate hearing, smell, near and peripheral vision, color vision, and depth perception to perform duties safely.
• Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

EEO Statement: 

I-CAR is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity / expression, national origin, protected veteran status, or any other characteristic protected under federal, state or local law, where applicable. Those with criminal histories will be considered in a manner consistent with applicable state and local laws.