Facilities Coordinator; Part-Time

Macro is a recognised global specialist in facilities management, providing cutting‑edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.

We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right and Develop People—shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.

Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture.

In this role, you will maintain the professional image and reputation of the client in all interactions with clients, suppliers, and internal staff within a corporate office environment, delivering excellent customer service that exceeds client expectations. You will act as the daily management interface for stakeholders and customers to ensure Service Level Agreements (SLAs) are met. You will also support the Facilities Manager (FM) with administrative duties and team-related matters.

• Ensure that any client or customer concerns or complaints are dealt with effectively and communicated accordingly.
• Complete inputs for the monthly report, audits, compliance requests, and execute minor projects and works.
• Work with the FM to manage supplier contracts, ensuring quality service, value for money, and continuous improvement.
• Support the FM in managing and controlling budgets, achieving financial targets, following financial processes, and producing timely and accurate reports when required.
• Raise purchase orders and receipt invoices using Macro’s finance system, PROACTIS.
• Oversee the delivery of small projects, including office moves and churn activities.
• To always maintain Client business continuity
• Maintain client business continuity and support Business Continuity Plans (BCP) and Disaster Recovery Plans (DRP).
• Undertake Macro contractual, compliance, and technical audits to supplier services.
• Provide cover to main reception and helpdesk as required.
• Support the Facilities Manager with general administrative and ad hoc activities.
• Carry out weekly site audits and monthly Health & Safety inspections, documenting and following up on all identified issues.
• Input, collate, and verify management information for reports in line with contractual requirements.

• Manage the meeting room calendar and booking system.
• Maintain meeting rooms, including general upkeep and room setup.
• Monitor and order stationery, kitchen supplies, and fruit.
• Order company merchandise as required.

• Assist with the setup for workshops, training sessions, and internal/external events.
• Support the organisation and coordination of company events.
• Order catering and lunches when required.

• Act as first point of contact for EHSS queries from employees.
• Serve as an Office First Aider and Fire Marshal.
• Support the coordination and administration of EHSS trainings.
• Report and log incidents, near misses, and safety concerns through Macro systems
• Serve as a general point of contact for office queries, issues, and requests.
• Handle customs-related queries and documentation.
• Support various administrative ad hoc tasks as required.

The ideal candidate will have: