Project Intern - Facilities

Project Team Intern - Project Coordinator for Facilities and Maintenance

North America Construction - Remote Based Position
Part-Time Available
Project Duration: Approx. 4 months (with potential extension if needed)
Reporting To: Director, Project Management (NA)

About the company

IWG is the unrivalled global leader in flexible workspace, six times the size of our nearest competitor. With 14 different brands, an impressive array of support services, and a world-class, end-to-end digital platform for connecting companies to workspace, we're fully invested in our customers success.

Our companies help more than 8 million people and their businesses to work more productively. We provide workspace for the world's largest companies, delivering sustainable demand and income for our partners.

Digitalization and new technologies are transforming the world of work. People want the personal productivity benefits of living and working how and where they want. Businesses want the financial and strategic benefits. Our customers are start-ups, small and medium-sized enterprises, and large multinationals. With unique business goals, people, and aspirations. They want workspaces and communities to match their needs. They want choice.

Through our companies we provide that choice, and serve the whole world of work: Regus, Spaces, No18, HQ and Signature, just to name a few. We create personal, financial, and strategic value for businesses of every size. From some of the most exciting companies and well-known organizations on the planet, to individuals and the next generation of industry leaders. All of them harness the power of flexible working to increase their productivity, efficiency, agility, and market proximity.

Learn more about what we do for our team members and customers: www.iwgplc.com and what we do for our partners: https://www.iwgplc.com/en-gb/develop-a-location

Job Description

We are seeking a motivated and detail-oriented intern to support a high-impact, one-time national project focused on reducing operational costs by establishing a vetted network of vendors across North America.

This is a project-based role lasting approximately 4 months, ideal for someone seeking hands-on experience in vendor management, procurement processes, operations, and large-scale project execution. The internship may be extended if additional support is needed as the program scales.

As part of the North America Construction team, you will drive nationwide vendor outreach, qualification, and onboarding - becoming an integral contributor to one of the region's top cost-savings initiatives.

Key Responsibilities:

Vendor Outreach & Pipeline Development

• Research and identify commercial service vendors across U.S. and Canadian markets using online tools, databases, and contractor directories
• Conduct outbound outreach (email and phone) to introduce program requirements and gather interest

Vendor Qualification

• Collect required documentation (W9s, insurance certificates, rate sheets, onboarding forms)
• Validate completeness and escalate missing or incorrect documentation
• Maintain an organized, accurate pipeline of vendors and their qualification status

Vendor Onboarding Support

• Guide vendors through the onboarding process and ensure all required documents are received
• Coordinate with Operations, Procurement, and Finance for vendor approval and setup
• Track onboarding progress to ensure readiness ahead of national rollout phases

Data Management & Reporting

• Maintain detailed outreach and onboarding logs in Excel/SharePoint
• Upload vendor documentation with proper naming conventions and storage structures
• Support weekly reporting on outreach volume, onboarding progress, and market coverage

Program & Pilot Support

• Assist the project team in preparing materials and data for rollout planning
• Help identify coverage gaps and priority markets as vendor onboarding progresses
• Participate in ongoing process refinement and workflow improvements

Continuous Improvement

• Provide feedback on outreach scripts, onboarding steps, and process bottlenecks
• Recommend improvements to tools, communication templates, or tracking processes

Qualifications:

• Currently pursuing or recently graduated with a degree in Business, Supply Chain, Operations, Communications, Project Management, Construction Administration, Facility Maintenance, or a related field
• Strong written and verbal communication skills, with comfort conducting outreach calls
• High attention to detail and strong organizational skills
• Ability to work independently in a remote environment
• Proficiency in Microsoft Office (Excel, Word, Teams); familiarity with SharePoint is a plus
• Preference for candidates who have their own laptop capable of supporting Microsoft Intune MDM (Company Portal) for secure access to IWG systems
• Availability during business hours to perform outreach activities
• Prior experience in vendor management, procurement, or operations is helpful but not required

What We Offer:

• Opportunity to contribute to a high-profile, time-bound national cost-savings initiative
• Practical experience in vendor management, procurement processes, and cross-functional project work
• Mentorship and guidance from experienced leaders within North America Construction and Operations
• Flexible hours to support academic or personal schedules
• Potential for extension beyond the 4-month project depending on business needs