Assistant Facilities Manager

About Us

Macro is a global specialist in facilities management, providing cutting-edge services such as workplace design, helpdesk services, interim property management, and solutions for making buildings healthier, smarter, and more sustainable through advanced technological solutions. We are driven by a commitment to excellence and guided by values like Drive for Better, Delight Customers, Do What’s Right, and Develop People. Our strategic priorities include Everyday Excellence, Outstanding Experience, and Everlasting Impact. Join us to contribute to an innovative and community-focused organization.

About The Role

A highly professional and proactive customer-facing role responsible for delivering exemplary facilities management services to clients while maintaining compliance and operational efficiency. The role involves serving as the main point of contact for colleagues and vendors, managing relationships with end users and key stakeholders, and contributing to business development and operational activities.

Your Responsibilities

• Instill an ethos of continuous improvement, keeping service delivery fresh and responsive to changing business requirements.
• Work collaboratively as a team to ensure the highest standards of service and technical support are delivered.
• Ensure customer concerns are managed effectively.
• Liaise with facilities service providers to ensure services are delivered to a high standard, on time, and seamlessly.
• Oversee the delivery of minor works and small project initiatives, such as office moves and churn, ensuring efficient execution and high standards.
• Manage supplier contracts, ensuring quality service, value for money, and continuous innovation.
• Undertake Macro contractual, compliance, and technical audits of supplier services.
• Be responsible for service and contract compliance, ensuring all services meet client requirements and standards.
• Complete inputs for monthly reports, quality audits of hard and soft services, and compliance requests.
• Prepare, manage, and review business continuity plans, and actively participate in client’s business continuity and disaster recovery planning.
• Work with the Facilities Manager to manage and control budgets, achieve financial targets, and adhere to financial processes.
• Produce timely and accurate reports.
• Raise purchase orders and process invoices using Macro's finance system, PROACTIS.
• Support Services: Provide cover for the main reception, helpdesk, post room, and other site services as required.
• Collect and distribute mail, and coordinate the shipping and receipt of parcels, boxes, and letters to and from the office.
• Manage office space planning and coordinate workspace setup for new employees.
• Lead workplace health, safety, and environmental initiatives for the local office.
• Conduct weekly site audits and monthly Health & Safety inspections and manage any resulting escalations.
• Care for workstation and equipment setup for all new employees and assist with employee orientation.

Key Competencies

• Relevant qualifications or sufficient experience and knowledge of facilities management operations.
• Strong interpersonal skills, with the ability to communicate effectively with stakeholders.
• A client-centric mindset with a genuine commitment to delivering customer service excellence.
• Experience in facilities management or a similar customer-facing role.
• Excellent organisational and time management skills, with the ability to manage conflicting priorities.
• A proactive approach and a willingness to identify and drive opportunities for continuous improvement.
• Confidence in using a variety of systems and platforms.
• An adaptable and flexible approach, with the ability to respond effectively in a dynamic environment.
• A strong attention to detail, with a meticulous approach to service delivery, compliance, reporting, and project management.
• First Aid training (desired).
• Fire Safety training (desired).

Diversity Statement

We strive to create a workplace where everyone feels safe to bring their whole selves to work. Recognising that individuals have different needs, we aim to understand and support these needs both professionally and personally. Our commitment includes identifying and acknowledging individual needs that may impact work-life experiences. We encourage proactive learning, fostering a supportive space that promotes growth and productivity.