Facilities Coordinator

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.

• Location
• Germany Frankfurt am Main

About The Role

This is a customer-facing role requiring the delivery of highly professional customer service.

The role is responsible for effectively managing Macro vendors to ensure exemplary facilities management services are provided to the client.

You will provide support and guidance to ensure workflows are delivered efficiently and safely.

You will develop strong, trust-based relationships with the client, while contributing to the success of Macro by supporting the management team in both business development and operational activities.

You will be expected to deliver excellent customer service that consistently exceeds client expectations and act as the daily point of contact for stakeholders, ensuring that service level agreements are met across client sites in Germany and Austria.

You will be required for a regular on-site presence across our client sites as per agreed schedules.

This role is 40 hours per week, excluding lunch breaks, working 8:00 AM to 5:00 PM, Monday to Friday.

Flexibility and occasional availability to work outside of these hours may be required.

Responsibilities

• Manage the supplier contracts, ensure quality services, value for money and innovative solutions are provided.
• Develop a relationship built on trust with the client, while contributing to the development and success of Macro by supporting the management team in business development and operational activities.
• Oversee the delivery of small project works, including moves and churn.
• Prepare, manage, and review business continuity plans, and actively participate in the client’s BCP and disaster recovery plans.
• Raise purchase orders and process receipts invoices on Macro’s finance system, PROACTIS.
• Support the completion of weekly site audits and monthly health and safety inspections, documenting and resolving any issues identified.
• Liaise with the facilities service providers, including hospitality, maintenance, cleaning and vending, to ensure services are delivered in a timely and seamless manner.
• Ensure customer satisfaction is maintained at the highest level by providing a high-quality and proactive service.
• Manage the ticketing system, including PPM’s and reactive maintenance.
• Inform and engage with stakeholders as required.
• Provide clear, effective, and accurate communication of relevant information and business updates.
• Communicate ideas for improving business processes with a positive and constructive attitude, and for maintaining this attitude with others.
• Ensure that any client or customer concerns or complaints are handled effectively and communicated appropriately.
• Perform other reasonable tasks and duties requested by line management.
• Hands-on Operational Tasks
• Meeting room set up
• Distribution of fruit
• Mailroom duties
• Limited receptionist tasks
• Other ad hoc duties as required
• Conduct site visits to other German and Austrian sites as per agreed schedule.

About You

Your priority is to add a significant value to the workspace and the employees of the client.

Your positive energy and client first approach ensures that the client feels that their needs and expectations are met and even exceeded.

The Ideal Candidate Will Have

Experience and Background

• Previous experience as a Facilities Coordinator.
• A relevant degree or equivalent experience in a customer-facing role.
• First aid, fire safety, and health and safety qualifications are beneficial.
• Previous facilities management experience, with a strong desire to grow your career.
• Fluency in German and good command of English, both written and verbal.
• Knowledge and experience in EHW (Environment, Health, and Wellbeing) practices.
• Technical Knowledge and Skills
• Advanced computer literacy, including MS Word, Excel, Power Point, and other relevant systems.
• Strong organisational skills, with a structured and methodical approach to administrative processes.
• Ability to manage and maintain accurate records and systems efficiently
• Competencies and Behaviour
• Customer-focused approach.
• Excellent relationship-building skills.
• Proactive and flexible approach, with the ability to work well as part of a team.
• Ability to work under pressure.
• High level of confidentiality.
• Strong sense of ownership and attention to detail.
• 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.

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