Facilities Coordinator specializing in Technology & Operations for our Innovation Center

DHL is seeking a hands-on Facilities Coordinator specializing in technology and operations to support the day-to-day operations of the DHL Americas Innovation Center in Rosemont, IL. This role ensures the Innovation Center operates smoothly, presents a polished appearance, and is ready to support internal teams, external visitors, customer engagements, and business activities. It combines facility operations, vendor coordination, site readiness, administrative coordination, budget/invoice support, and operational follow-up. The position is not a traditional administrative assistant or a warehouse/logistics role; the ideal candidate has strong experience in facility management, building operations, workplace services, site operations, or property/facilities coordination, with the ability to independently manage daily site needs in a professional, customer-facing corporate environment. The Innovation Center features showroom spaces, meeting areas, customer engagement rooms, office areas, and technology-enabled building elements. The role ensures these spaces are functional, well-maintained, visitor-ready, and aligned with the high standards expected in a global corporate Innovation Center.

Responsibilities

• Facility Operations & Site Readiness: Manage day-to-day operational needs of the DHL Americas Innovation Center; ensure the facility is functional, clean, polished, and ready for internal and external stakeholders; monitor showroom spaces, meeting rooms, office areas, visitor areas, and shared spaces to maintain a consistent, high-quality experience; identify and follow up on facility issues such as repairs, maintenance needs, space readiness, equipment concerns, or building-related problems; support preventative maintenance activities and help maintain strong building standards; ensure facility functionality and building appearance meet expectations for a customer-facing corporate environment; help maintain a proactive approach to facility care rather than reacting only after issues arise.
• Vendor, Contractor & Service Provider Coordination: Coordinate with vendors, contractors, maintenance providers, cleaning services, building management, and other service partners; follow up on open issues, service requests, vendor timelines, and facility-related work orders; help ensure vendors deliver work on time, at the expected quality level, and with proper communication; support ongoing contract and service provider coordination; escalate issues when needed and keep stakeholders informed of progress; apply good judgment when resolving building or vendor-related issues promptly and cost-effectively.
• Operations, Administration & Budget Support: Support administrative coordination connected to facility operations and site management; assist with purchase orders, invoices, budget tracking, procurement coordination, and related documentation; partner with internal teams to ensure operational requests are handled accurately and on time; maintain organized records related to vendors, services, invoices, budget items, and facility activities; coordinate with finance, procurement, and internal stakeholders as needed. Note: procurement systems and invoice processes can be trained; the stronger priority is facility operations experience, vendor follow-up, and ownership of the physical site.
• Innovation Center Experience & Stakeholder Support: Support a polished and professional experience for DHL stakeholders, customers, visitors, and global team members; help prepare spaces for meetings, customer engagements, showroom visits, and internal activities; support occasional events or evening needs when required (events are a limited part of the role); collaborate with the local Rosemont team and the broader global Innovation Center operations team; contribute improvement ideas to keep the Innovation Center engaging, modern, and operationally strong; support renovation, rebuild, customization, or space improvement projects when needed.

Requirements

• Experience in one or more of the following areas: facility management, building operations, workplace operations, workplace services, site operations, facilities coordination, property management, corporate real estate operations, building services coordination, or customer-facing facility or showroom operations.
• Strong facility management, building operations, workplace services, or site operations experience; ability to independently manage daily site needs with limited supervision.
• Experience coordinating vendors, contractors, maintenance providers, or facility service providers; strong follow-up skills and attention to detail.
• Ability to maintain a polished, customer-facing corporate environment and communicate effectively with internal stakeholders and external vendors.
• Comfort working on-site in Rosemont, IL, with a standard business schedule, approximately 8:00 AM – 5:00 PM, and occasional flexibility for evening support depending on business needs or events.