Facilities Coordinator

Facilities Coordinator Ref:VN451 London UK

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

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.

Please note that this role is currently unsecured waiting for bid results.

Main Job responsibilities will include:

Supplier Onboarding (as requested by the client):

• Initial identification of suitable suppliers.
• Seeking approval from Regional FMs and the Company Senior Manager.
• Configuring CAFM to reflect supplier changes.

Supplier Relationship Management:

• 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 communication 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.

Client Site Support:

• Manage system access and resolve process-related queries.
• Provide ad hoc reports and respond to information requests.

Helpdesk Information Management:

• 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.

Contract Management Support:

• Provide monthly and quarterly reporting.
• Deliver additional ad hoc reports as needed.
• Recommend process and procedural improvements where possible.

Team Collaboration and Development:

• Actively participate in the Maro account operations team.
• Support Macro's growth and development initiatives.
• Identify and report risks that may impact Macro's reputation or financial standing and suggest mitigating strategies.
• Demonstrate a proactive approach and flexible approach to support the team.
• Communicate effectively with Macro teams, client site teams, and service partners.

About You

The ideal candidate will have:

• 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.
• Fluency in Portuguese.

Desirable Qualifications and Experience:

• 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.

Salary budget is $75,000 annually.

Diversity Statement

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.

Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact - to speak to a member of our team.