FM Admin

Macro; Dubai; On-site; AED 120,000 - 180,000; Full time

Job summary

Macro is seeking a proactive Facilities & Operations Coordinator to support high-quality FM services within a professional workplace in the UAE. The role links client needs, service partners, and Macro operations, ensuring day-to-day services run smoothly, risks are managed, and issues are resolved promptly.

The ideal candidate has FM or operations experience, strong organisational skills, and the ability to thrive in a corporate environment.

Qualifications

• Experience in facilities management or workplace operations.
• Strong organisational skills and ability to manage multiple priorities.
• Professional, confident approach in a corporate environment.
• Clear written and verbal English communication.
• Proficiency in Microsoft Office and workplace systems.
• Detail-focused, reliable, and able to remain calm under pressure.

Responsibilities

• Coordinate day-to-day delivery of FM services with continuity, quality, and compliance.
• Act as central point for operational issues, incidents, and service requests, escalating where required.
• Provide operational backup and support during urgent or ad-hoc situations, including occasional out-of-hours requirements.
• Coordinate suppliers and service partners to ensure works, deliveries, and services are completed effectively.
• Support mailroom, document handling, dispatch, and internal logistics activities.
• Support onboarding and off-boarding processes, including access cards, IDs, and handovers.

Skills

Facilities management

Workplace operations

Organisational skills

English communication

Microsoft Office

SharePoint

Tools

SharePoint

Office 365

Job description

Job Description:

Location

UAE

Working Location Category

Placed

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

In this role, you will support the delivery of high-quality FM services within a professional, high-performance workplace. The role acts as a key link between the client, service partners, and Macro’s Operations team, ensuring day-to-day services run smoothly, risks are managed, and issues are resolved quickly and professionally.
This is a hands-on coordination role suited to someone with experience in facilities management or operations, strong organisational skills, and the ambition to progress within the FM field.

Key Responsibilities

Facilities & Operations Coordination

• Coordinate the day-to-day delivery of FM services, ensuring continuity, quality, and compliance.
• Act as a central point for operational issues, incidents, and service requests, escalating where required.
• Provide operational backup and support during urgent or ad-hoc situations, including occasional out-of-hours requirements.

Service Providers & Logistics

• Coordinate suppliers and service partners to ensure works, deliveries, and services are completed effectively.
• Support mailroom, document handling, dispatch, and internal logistics activities.
• Coordinate printing, production services, and external vendors to meet business requirements.
• Support invoice coordination and basic commercial administration in line with agreed procedures.

Workplace & Asset Support

• Support the management of workplace support areas, including printing rooms, storage, and mailrooms.
• Coordinate secure handling and disposal of confidential materials.
• Support the procurement and replenishment of stationery and operational supplies, including urgent requirements when needed.
• Monitor workplace presentation standards across shared and back-of-house areas.

Administration, Systems & Reporting

• Maintain accurate FM records, logs, and documentation using SharePoint and other systems.
• Support onboarding and off-boarding processes, including access cards, IDs, and operational handovers.
• Maintain accurate access records, inventories, and operational documentation.
• Assist with reporting, data tracking, and audits as required by the Facilities Manager.

Security, Access & Compliance

• Coordinate building and office access for employees, visitors, and contractors.
• Support access control systems and monitoring processes in line with site procedures.
• Uphold confidentiality, compliance, and professional standards at all times.

Stakeholder Management

• Build effective working relationships with client stakeholders, service partners, and internal Macro teams.
• Support a well-managed workplace environment that reflects the standards of a blue-chip organisation.

About You

The ideal candidate will have:

Essential

• Experience in facilities management, workplace operations, or a related operational support role.
• Strong organisational skills, with the ability to manage multiple priorities.
• A confident, professional approach and the ability to operate comfortably in a corporate environment.
• Clear written and verbal communication skills in English.
• Proficiency in Microsoft Office and workplace systems.
• A reliable, detail-focused approach, with the ability to remain calm under pressure.

Desirable

• Experience within professional services, consultancy, or blue-chip corporate environments.
• Exposure to managing suppliers, service partners, or FM contracts.
• Working knowledge of access control, workplace systems, or FM processes.
• Ambition to progress into senior FM or operations roles.

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 [e-mail] to speak to a member of our team.