Facilities Coordinator

Location: Bellevue, Washington, USA

About Us

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.

About The Role

Be the main point of contact for colleagues, clients, and visitors, ensuring a welcoming and efficient workplace environment. Responsible for facilitating employee engagement, managing inquiries, conducting facilities inspections, and promoting appropriate workplace behaviour. Maintain customer satisfaction at the highest level by providing a high-quality, proactive service, ensuring all concerns are dealt with effectively and communicated accordingly. The role will add value to the FM provision and the customer experience through engagement and relationship-building with employees. Provide updates and communication on FM services, deliver wellbeing campaigns, and support the buildings operations.

Responsibilities

• Employee Engagement and Query Management: Welcome colleagues, clients, and visitors, providing tailored assistance to meet their needs. Resolve inquiries promptly and effectively, ensuring a high level of customer service.
• Feedback Engagement: Engage with end users to encourage participation in customer feedback surveys and gather insights for continuous improvement.
• Workplace Facilities Inspections and Floor Walks: Conduct regular inspections of meeting rooms and office spaces, ensuring cleanliness, tidiness, and functionality.
• Issue Reporting: Identify, report, and follow up on issues related to furniture, fixtures, and equipment using the Facilities Helpdesk, ensuring timely resolution. Collaborate with facilities teams to monitor and resolve phone issues in collaboration areas and meeting rooms.
• Steward of Workplace Behaviour: Promote the proper use of workspace areas by observing behaviours during floor walks and addressing any issues directly or escalating them to the Facilities Management team.
• Service Delivery: Instil an ethos of continuous improvement in service delivery, keeping the service fresh and appropriate by quickly responding to changes in business requirements.
• Guest Services: Meet and greet all visitors to the premises in a friendly and polite manner, ensuring that their entry into the building is as smooth as possible while complying with procedural and security requirements.
• Onboarding: Manage space planning for the office and coordinate the setup for new employees.
• Meeting Suite Management: Manage meeting room booking systems effectively, handling forward bookings and accommodating same-day reservations, cancellations, and amendments. Identify and fulfill requirements such as room layout, technology needs, and catering services as part of meeting room set up.
• Coordination of On-Site Vendor Activity: Check vendor documentation upon delivery to guarantee accuracy, compliance with contracts and adherence to safety regulations. Escort vendors into restricted areas of the workplace, ensuring compliance with company security protocols. May be required to support the financial process by raising monthly purchase orders (PO’s), receipting invoices upon completion of work, and supporting the monthly accrual process.
• Compliance: Responsible for service and contract compliance, ensuring all services meet Client’s requirements and standards. Undertake quality audits