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For Companies At a Glance
- Tasks: Assist with reception and facilities tasks, manage helpdesk, and oversee vendor contracts.
- Company: Join Macro, a global leader with a friendly culture and blue-chip clients.
- Benefits: Enjoy a supportive work environment, career growth, and flexible working options.
- Why this job: Accelerate your career while having fun and making a positive impact in a team.
- Qualifications: Experience in reception/administration; facilities management experience is a plus.
- Other info: Diversity welcomed; apply even if you don't meet all criteria.
The predicted salary is between 24000 - 36000 £ per year.
About Us
At Macro, you get the best of both worlds: a well-established industry leader with global presence and a roster of blue-chip clients, and a people-centric business with a friendly and supportive culture. In other words, when you join Macro, you can seriously accelerate your career, all while having fun with colleagues invested in your success.
About the Role
In this role, you will provide a highly professional and efficient Client Reception and Facilities service.
Main Responsibilities
- Assist the Facilities Manager with all administrative duties and manage FM24 helpdesk, including daily SLAs and weekly statistics.
- Oversee vendor contracts, including monthly meeting minutes, audits and inspections.
- Contribute to the provision of monthly KPI reports through PRISM.
- Report incidents and accidents via Eco-online.
- Create Purchase Orders via Proactis, receipt invoices, and troubleshoot late payments or issues.
- Manage the Annual Project (AFE) budget spreadsheet, updating key information with PO numbers, final costs versus budget costs, including comments.
- Ensure the maintenance and upkeep of the site operations file and central filing on Macro SharePoint.
- Proactively contribute to First Aid and Fire Safety requirements.
- Complete weekly workplace inspections on all areas, maintaining HSE standards.
- Adopt a proactive approach to all duties and requests, and be flexible enough to respond to ad hoc requests as they arise.
- Provide suitable temporary cover to the Facilities Team and detailed hand-over during planned periods of annual leave.
- Provide regular cover for Henley Front of House (FOH) team, including welcoming and registering visitors on AppSpace.
- Booking meeting rooms via client room booking system.
- Undertake switchboard rota, answering calls for the client and directing them to the appropriate recipient.
- Support projects as required with administrative assistance.
- Implement monthly data onto various platforms including Prism, Greenstone, Macro SharePoint, as required.
- Provide a customer-focused service and foster positive client and colleague relationships.
- Demonstrate attention to detail and ownership of the processes relating to areas of responsibility.
- Continually support and promote team working within the Global Macro team and the supply chain partnerships.
- Resolve any problems or complaints within the bounds of your knowledge and experience, while making appropriate decisions about when to escalate issues.
- Be a good team player with flexibility.
About You
The ideal candidate should have:
- Experience of working as a receptionist/administrator in a busy corporate environment.
- Facilities Management experience would be a distinct advantage.
- Excellent communication skills and telephone manner.
- Fluent in English Language, both written and spoken.
- Receptionists must maintain a pristine appearance at all times.
- Ability to work effectively in a team environment.
- Able to manage time effectively and handle conflicting priorities.
- Strong commitment to delivering exemplary customer service.
- Able to problem solve and make appropriate decisions.
- Computer literate and proficient in using standard word processing and spreadsheet software.
- Ability to manage multiple tasks simultaneously in a demanding office environment.
Desired:
- Previous experience of working in an outsourced contract environment.
- Occupational First Aid Certification.
- Fire Warden Certification.
- Manual Handling Certification.
- Workstation Assessor Qualification (DSE).
- Member of BIFM (British Institute of Facilities Management).
- Secondary school leaving qualifications/ College education.
- Relevant professional qualifications or experience.
Diversity Statement
Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.
Facilities Assistant employer: Austin Fraser
Contact Detail:
Austin Fraser Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Assistant
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as Proactis and PRISM. Being able to demonstrate your proficiency in these tools during an interview can set you apart from other candidates.
✨Tip Number 2
Highlight any previous experience you have in facilities management or administrative roles, especially in a corporate environment. Be ready to share specific examples of how you've contributed to team success or improved processes.
✨Tip Number 3
Prepare to discuss your customer service skills and how you've handled challenging situations in the past. Macro values a customer-focused approach, so showcasing your ability to resolve issues effectively will be beneficial.
✨Tip Number 4
Research Macro's company culture and values before your interview. Understanding their people-centric approach will help you align your responses with what they are looking for in a candidate, making you a more attractive applicant.
We think you need these skills to ace Facilities Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience, especially in reception or administrative roles. Emphasise any facilities management experience and showcase your communication skills.
Craft a Compelling Cover Letter: Write a cover letter that reflects your enthusiasm for the role and the company. Mention specific responsibilities from the job description that you are excited about and how your skills align with them.
Showcase Your Customer Service Skills: In your application, provide examples of how you've delivered excellent customer service in previous roles. This is crucial for a position that involves client interaction.
Highlight Relevant Certifications: If you have any certifications related to First Aid, Fire Safety, or Facilities Management, be sure to mention these in your application. They can set you apart from other candidates.
How to prepare for a job interview at Austin Fraser
✨Showcase Your Customer Service Skills
As a Facilities Assistant, you'll be the first point of contact for clients and visitors. Be prepared to discuss your previous experiences in customer service, highlighting how you handled difficult situations and ensured a positive experience.
✨Demonstrate Attention to Detail
This role requires meticulous attention to detail, especially when managing budgets and reports. Bring examples of how you've successfully managed detailed tasks in the past, and be ready to explain your process.
✨Familiarise Yourself with Relevant Software
You'll be using various platforms like Proactis and Prism. If you have experience with similar software, mention it. If not, do some research on these tools so you can speak confidently about your ability to learn and adapt.
✨Emphasise Teamwork and Flexibility
The job requires a collaborative approach and the ability to adapt to changing priorities. Prepare examples that demonstrate your teamwork skills and your flexibility in handling unexpected tasks or changes in the workplace.
