Facilities Coordinator
VN451
Permanent
United States
Placed
About the role
This key position supports the management team by analysing business intelligence and performance data. It also involves managing the provision of regular and ad hoc reporting, benchmarking, and statistical interpretation to identify trends that drive contract performance and efficiency. The role focuses on identifying opportunities to reduce costs, ensuring suppliers charge appropriate rates, and reviewing the effectiveness of the preventive maintenance plans to minimise reactive work and uphold the image and reliability of company locations.
Responsibilities
- Supplier Onboarding (as requested by the client)
- Supplier Relationship Management: Initial identification of suitable suppliers. Seeking approval from Regional FMs and the Company Senior Manager. Configuring CAFM to reflect supplier changes.
- Client Site Support: Serve as the primary point of contact for supplier performance assessments. Provide training and communication regarding process, system access, and queries. Adjust PPM schedules as requested by Regional FMs, the Company, premises, or suppliers, and communicate to all relevant stakeholders. Manage weekly invoicing and batch processing. Run and issue weekly concept data downloads to suppliers to encourage timely job completion and CAFM management. Run and issue weekly concept failure tasks and liaise with suppliers with resolution. Collaborate closely with the Helpdesk monitor P1’s and ensure job assignments align with contractual KPI/SLA. Provide daily support to the Regional Facilities Manager.
- Helpdesk Information Management: Manage system access and resolve process-related queries. Provide ad hoc reports and respond to information requests.
- Contract Management Support: Maintain supplier pricing matrices (e.g., call out rates, hourly charges, PPM prices). Ensure supplier documentation is up-to-date and compliant (e.g., certificates, service sheets). Maintain records of company premises, associated contracts, and authorised approvers.
- Team Collaboration and Development: Provide monthly and quarterly reporting. Deliver additional ad hoc reports as needed. Recommend process and procedural improvements where possible.
Requirements
- Facilities Management (FM) experience across multiple service lines, including both Hard and Soft services, with a strong background in contract management.
- Proficient computer skills, particularly in Microsoft Office (with advanced Excel analysis skills), and a solid understanding of CAFM system structures and Google Workspace.
- Excellent organisational, prioritisation, and planning skills, with a structured and process-driven mindset.
- A professional and disciplined approach, with strong time management capabilities.
- Exceptional record management skills.
- Strong written and verbal communication skills.
- The ability to work effectively both independently and as part of a team.
- Adaptability and a willingness to learn Google and other non-Microsoft software platforms.
- A proactive attitude toward learning, development, and growth within a rapidly expanding global organization.
- The ability to build and maintain strong client relationships.
- Experience in managing third-party suppliers and stakeholder relationships.
- Flexibility to adapt to a dynamic environment, with a proactive and solution-oriented mindset.
- A good standard of general education, including Mathematics and English.
- Experience working with an outsourced FM service provider.
- Proven experience supporting retail clients across multiple sites and large geographic regions.
- A recognised qualification in Facilities Management.
- Fluent in Spanish (or) Portuguese and English.
Qualifications
The ideal candidate will have:
- Desirable Qualifications and Experience: Facilities Management (FM) experience across multiple service lines, including both Hard and Soft services, with a strong background in contract management. Proficient computer skills, particularly in Microsoft Office (with advanced Excel analysis skills), and a solid understanding of CAFM system structures and Google Workspace. Excellent organisational, prioritisation, and planning skills, with a structured and process-driven mindset. A professional and disciplined approach, with strong time management capabilities. Exceptional record management skills. Strong written and verbal communication skills. The ability to work effectively both independently and as part of a team. Adaptability and a willingness to learn Google and other non-Microsoft software platforms. A proactive attitude toward learning, development, and growth within a rapidly expanding global organization. The ability to build and maintain strong client relationships. Experience in managing third-party suppliers and stakeholder relationships. Flexibility to adapt to a dynamic environment, with a proactive and solution-oriented mindset. A good standard of general education, including Mathematics and English. Experience working with an outsourced FM service provider. Proven experience supporting retail clients across multiple sites and large geographic regions. A recognised qualification in Facilities Management. Fluent in Spanish (or) Portuguese and English.
Benefits
We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Me is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally. Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.
Pay
Salary budget is $75,000 annually.
Schedule
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Skills
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Benefits
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Contact
If you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact careers@macro-group.com to speak to a member of our team.