Facilities Coordinator

Job Summary

Macro is a global specialist in facilities management, offering services in workplace design, helpdesk services, interim property management, and creating healthier, smarter, and more sustainable buildings through advanced technological solutions. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—guide our culture and decision-making. We prioritize innovation and technology, fostering an opportunity-rich and community-focused environment.

About the Role

Join our team to contribute to an organization that values innovation and technology. Experience a supportive and people-focused culture where you can make a meaningful impact.

Responsibilities

• Be the main contact for colleagues, clients, and visitors, ensuring a welcoming and efficient workplace environment.
• Facilitate employee engagement, manage inquiries, conduct facilities inspections, and promote appropriate workplace behavior.
• Provide updates and communication on FM services, deliver wellbeing campaigns, and support buildings operations.
• 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, gathering 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 Behavior: Promote the proper use of workspace areas by observing behaviors during floor walks and addressing any issues directly or escalating them to the Facilities Management team as appropriate.
• Service Delivery: Instill an ethos of continuous improvement in service delivery, keeping services fresh and appropriate by reacting quickly to changes in business requirements.
• Guest Services: Meet and greet all visitors to the premises in a friendly and polite manner and ensure their entry into the building is as smooth as possible whilst complying with procedural and security requirements.
• Onboarding: Manage office space planning and coordinate setups for new employees.
• Meeting Suite Management: Effectively manage meeting room booking systems, including forward bookings, same-day reservations, cancellations, and amendments. Identify and fulfil meeting requirements such as room layouts, technology needs, and catering services. Coordination of On-Site Vendor Activity: Check vendor documentation upon delivery to ensure accuracy, contractual compliance, and adherence to safety regulations. Escort vendors into restricted workplace areas while ensuring compliance with company security protocols.
• Financial Administration Support: Support financial processes by raising monthly purchase orders (POs), receipting invoices upon work completion, and assisting with the monthly accrual process.
• Compliance: Ensure service and contract compliance, making sure all services meet Epic Games’ requirements and standards. Conduct quality audits covering hard and soft services.
• Workplace Signage and Notice Board Management: Regularly review and update workplace signage to ensure it is accurate, legible, visually appealing, and aligned with brand guidelines.

Requirements

• Experience in customer-facing or hospitality environments.
• Adaptability – able to adjust to new conditions, tasks, or environments.
• Resilience – able to recover quickly from challenges and setbacks.
• Communication Skills – able to convey information effectively and listen actively.
• Teamwork – engages well with others and works collaboratively towards a common goal.
• Initiative – proactively improves processes and solves problems to enhance team performance.
• Attention to Detail – naturally focused on accuracy and thoroughness in work.
• Problem-Solving – identifies, analyzes, and resolves issues effectively.
• Relationship Building – demonstrates confidence in navigating workplace relationships and building strong connections.
• Organisational Skills – able to prioritise tasks and manage time effectively.
• Professionalism – maintains a high standard of behaviour that demonstrates respect, responsibility, and competence.
• Positive Demeanour – maintains a positive attitude and presents themselves professionally at all times.

Qualifications

The successful candidate will have a relevant degree or equivalent experience in facilities management, customer service, or a related field. Proven experience in a similar role is essential, along with excellent interpersonal skills and the ability to work independently and as part of a team.