Facilities Administrator

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

The Facilities Administrator is the central point of administrative support for the Clients global account, providing governance, reporting, and coordination support across all service lines. The role acts as a key link between the client, account leadership team, operational teams, suppliers, and other stakeholders, ensuring the smooth and efficient operation of the contract. The position provides direct support to the Global Account Lead and wider leadership team by coordinating governance activities, managing account records, maintaining organisational structures, and ensuring that contractual and operational processes are effectively administered.

Main Job Responsibilities

Governance and Meeting Management

• Coordinate Monthly Operational Reviews, Quarterly Business Reviews (QBRs), Annual Reviews, and other governance meetings.
• Manage meeting schedules, invitations, agendas, presentation packs, minutes, and action trackers, ensuring actions are followed through to closure.
• Prepare executive reports and client-facing documentation in line with contractual requirements.

Global Account Lead Support

• Provide administrative support to the Global Account Lead, including diary management, meeting coordination, and tracking key priorities and deliverables.
• Coordinate client meetings, supplier reviews, executive briefings, and stakeholder engagements.
• Assist with presentations, reports, and business updates.

Contract Administration

• Maintain the Head Contract Variation (HCV) tracker and ensure contractual changes, approvals, variations, and commercial adjustments are accurately recorded and monitored.
• Support contract change control process and maintain relevant contract records and documentation.

Stakeholder and Organisational Management

• Maintain Client's organisational charts, stakeholder maps, contact lists, and distribution groups.
• Track personnel changes and support onboarding and offboarding activities across client, supplier, and Macro teams.
• Ensure organisational information is accurate and accessible for governance, audits, and business continuity planning.

Reporting and Performance Management

• Support KPI and SLA reporting across all service lines, including the preparation and distribution of monthly account performance reports.
• Maintain performance dashboards, trackers, and action logs, ensuring date accuracy and consistency.
• Support client presentations and account reviews.

Operational Administration

• Maintain account trackers, risk registers, issue logs, and opportunity registers.
• Support supplier administration, document control, and filing requirements.
• Administer CAFM systems, helpdesk reporting, and operational records.
• Raise purchase orders and provide invoice administration support, where required.

Compliance and Audit Support

• Support mobilisation, transition activities, and internal and external audits.
• Maintain compliance records and governance documentation, including health and safety documentation and reporting.
• Ensure key account records are accurate, up to date, and readily accessible.

Communication and Coordination

• Act as the central administrative coordination point across the account, facilitating communication between Client stakeholders, Macro teams, and service partners.
• Support cross-functional collaboration across Engineering, Cleaning, Security, Front of House, Catering, Workplace, and Customer Service teams.
• Ensure information is communicated clearly, accurately, and consistently.

About You

The ideal candidate will have:

Essential:

• Good understanding of Facilities Management(FM) services and compliance requirements.
• Strong communication, interpersonal, and teamwork skills.
• Good people management skills and a customer-focused approach.
• Strong influencing and negotiation skills.
• Ability to adapt to change and work flexibly, including working hours.
• Good numeracy skills and a positive, proactive attitude.

Desired:

• Strong organisational skills, attention to detail, and accuracy.
• Effective stakeholder management and relationship-building skills.
• Proficiency in Microsoft Office, particularly PowerPoint, Excel, Word, and Outlook.
• Ability to manage multiple priorities and deadlines effectively.

Essential Experience

• Previous experience in administration or coordination, including support for senior managers or account leaders.
• Proven experience coordinating meetings, managing diaries, and supporting governance forums.
• Experience preparing reports, presentations, meeting minutes, and action trackers.
• Experience in Facilities Management, Property Management, Workplace Services, Hospitality, or Corporate Services.
• Experience using Computer-Aided Facilities Management (CAFM) systems, such as Concept, ServiceNow, or Planon.

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 careers@macro-group.com to speak to a member of our team.

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