Facilities Coordinator

Macro; Genf; Hybrid; CHF 90,000 - 135,000; Full time

Job summary

Macro is seeking an experienced Facilities Manager to ensure safe, efficient and welcoming workplaces in Geneva and Basel, coordinating services, suppliers, compliance and budgets. The role can be home- or office-based with occasional travel.

You will work with the Account Lead and regional teams, manage CAFM/Concept and reporting systems, and drive safety, sustainability and employee wellbeing initiatives across sites. Fluent English is essential; German is a plus.

Qualifications

• Experience in hard and soft facilities management.
• Experience in supplier, contract and stakeholder management, plus budget/admin.
• Knowledge of health and safety, risk assessments and emergency procedures.
• Proficiency with MS Office, CAFM/Concept, and reporting systems.
• Fluency in English; German language skills are a plus.

Responsibilities

• Coordinate facilities services, suppliers and budgets, ensuring compliance and excellent employee experience.
• Manage CAFM system configurations, supplier onboarding, quotations and renewals.
• Monitor KPIs, SLAs and service performance; prepare monthly and quarterly reports.
• Oversee safety programs, risk assessments and incident investigations.
• Support wellbeing initiatives and sustainability efforts.

Skills

FM experience

Supplier management

Contract management

Budget admin

Health & safety

MS Office Excel

CAFM/Concept

Google Workspace

English fluency

German knowledge

Tools

CAFM/Concept

Microsoft Excel

Google Workspace

Job description

Location Switzerland Geneva

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 be responsible for ensuring safe, efficient and welcoming workplaces in Geneva and Basel, supporting other European sites as required. You will coordinate facilities services, suppliers, compliance, budgets and employee experience, working closely with the Account Lead (AL), Regional Facilities Managers (FMs), Wella and service partners. The role can be home- or office-based, with occasional travel. Urgent out‑of‑hours support will be subject to local employment terms and company policy.

Main Responsibilities

• Support the Account Lead (AL) with daily operations and act as the primary facilities contact for client sites and suppliers, resolving service, process and system‑access queries and communicating progress.
• Identify and onboard client‑requested suppliers, subject to AL and senior management approval. Configure the CAFM system and provide supplier training. Coordinate quotations, tender activities, supplier selection, contract mobilisation, renewals and negotiations with Group Workplace and Real Estate and relevant approvers.
• Maintain accurate supplier pricing, planned preventative maintenance (PPM) schedules, contracts, site contacts and authorised approvers in Concept/CAFM. Ensure certificates, service sheets and compliance records remain up to date, and communicate approved schedule changes.
• Issue weekly Concept downloads and failed‑task reports, following up on outstanding tasks to ensure timely completion and accurate close‑out. Work with the Helpdesk to monitor P1 jobs and ensure timely assignment in line with contractual key performance indicators (KPIs) and service‑level agreements (SLAs).
• Monitor supplier performance against service specifications, SLAs and KPIs, conduct performance reviews and track improvement plans. Prepare monthly, quarterly and ad‑hoc reports on service performance, safety, budgets and risks.
• Coordinate daily workplace operations and liaise with landlords and property managers on facilities‑related matters, including cleaning, catering and canteen services, coffee, supplies, parking, access badges, and fitness and wellbeing facilities. Manage mail, inventories, storage, stock controls, parcels and pallet deliveries.
• Coordinate office moves, workspace changes, minor works and employee logistics while minimising disruption. Support business continuity planning, emergency response and incident escalation.
• Coordinate the Geneva safety programme and support compliance with the Swiss MSST framework. Arrange fire safety measures, first aid provision, evacuation procedures, inspections, audits, risk assessments and employee safety training. Maintain statutory records and track corrective actions through to completion.
• Promptly escalation significant safety risks and incidents, support investigations and the implementation of lessons learned, and report on safety indicators, audit findings and overdue actions.
• Manage approved facilities, events and wellbeing budgets, forecasts and committed expenditure. Monitor actual and committed spend against budgets, explain variances and identify sustainable savings without compromising safety, compliance or service quality.
• Process weekly invoice batches and validate invoices against purchase orders (POs), contracts and evidence of service delivery. Resolve discrepancies and maintain accurate financial records.
• Update the shared Group Workplace and Real Estate tracking file daily, recording and monitoring purchase orders, invoices, goods receipts (GRs) and budget expenditure to ensure accurate financial reporting and effective budget control.
• Lead wellbeing initiatives in Geneva, including vaccination campaigns and health‑awareness sessions. Coordinate town halls, seasonal events and community activities, ensuring appropriate approvals, accessibility, safety, logistics and budget control.
• Communicate planned works, incidents and workplace initiatives through employee communication channels, digital screens and notices. Use employee feedback, participation rates and satisfaction data to improve services.
• Support sustainability initiatives, including waste reduction, responsible sourcing, sustainable mobility and electric vehicle (EV) charging.
• Contribute to the Macro account team, support business growth and improve processes. Work flexibly with colleagues, clients and suppliers; accelerate reputational or financial risks and recommend mitigating actions.

About You

Essential Requirements

• Experience in hard and soft facilities management (FM).
• Experience in supplier, contract and stakeholder management, as well as budget and invoice administration.
• Working knowledge of health and safety, risk assessments and emergency procedures.
• Strong organisational, prioritisation, record‑keeping and problem‑solving skills, with the ability to work independently and collaboratively.
• Clear communication skills, a client‑focused approach, adaptability and a willingness to learn and develop.
• Proficiency in Microsoft Office, particularly Excel for data analysis, as well as CAFM/Concept and reporting systems. Ability to use Google Workspace and other relevant platforms.
• Professional fluency in English.
• A good general education, including Maths and English.

Desirable Requirements

• Experience in outsourced FM, multi‑site or international operations, or working with retail clients.
• Knowledge of Swiss health and safety requirements, including the MSST framework.
• Experience in workplace projects, event coordination, sustainability and employee wellbeing initiatives.
• German language proficiency.
• A recognised qualification in facilities management, health and safety, property, engineering, business administration or a related discipline.

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.