About Retina Consultants, Ltd.

Retina Consultants, Ltd. is a medical and surgical retina practice providing unmatched care to the Chicagoland area for over 35 years.

Human Resources & Facilities Coordinator

Department: Human Resources

Reports To: HR Manager

Position Summary

The HR & Facilities Coordinator supports day-to-day human resources functions while ensuring the workplace is safe, functional, and well-maintained. This role serves as a key point of contact for employees, vendors, and management, balancing people-focused HR administration with hands-on facilities coordination.

Essential Duties & Responsibilities

Human Resources (Primary Focus)

• Coordinate onboarding and offboarding processes, including new hire paperwork, system access, and orientation support
• Maintain employee personnel files and HRIS records with accuracy and confidentiality
• Assist with benefits administration, enrollments, changes, and employee inquiries
• Track employee attendance, PTO, leaves of absence, required documentation, and reporting spreadsheets
• Support compliance with employment laws and internal policies (posters, acknowledgements, trainings)
• Assist in benefits administration
• Assist with recruitment logistics such as interview scheduling and candidate communication
• Respond to routine HR questions and escalate sensitive matters appropriately
• Coordinate invoicing, billing, and tracking for HR-related vendors, projects, and programs
• Maintain and update HR workflow documentation, tracker
• Assist in planning and physical set up of employee events

Facilities & Office Operations

• Serve as primary contact for building management, vendors, and service providers
• Coordinate maintenance, repairs, cleaning services, and office supply ordering
• Monitor workplace safety, report hazards, and support safety
• Manage office access, keys, name badges, and security protocols
• Ensure compliance with facility-related regulations and inspections
• Support emergency preparedness and business continuity planning

Qualifications

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or related field (or equivalent experience)
• 2+ years of experience in HR administration, office management, or facilities coordination or related education
• Working knowledge of HR best practices and employment compliance
• Strong organizational skills with the ability to manage competing priorities while maintaining attention to detail
• Ability to handle sensitive and confidential information professionally
• Excellent communication and customer service skills
• Intermediate proficiency in Excel

Preferred Qualifications

• Familiarity with HR systems is a plus
• Experience in healthcare, professional services, or multi-site environments
• Familiarity with safety standards and vendor contract management

Physical & Work Requirements

• Ability to move throughout the office, lift light office supplies, and assist with workspace setup as needed
• Onsite role with occasional flexibility to travel to other local offices

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