Facilities Coordinator

Macro Group; Reigate; On-site; GBP 26,000 - 34,000; Full time

Job summary

Macro Group is seeking a Facilities Coordinator to support Facilities Management and maintenance across multiple properties, including Children, Families & Lifelong Learning, Customer & Communities, and Adult Social Care. The role focuses on day-to-day facilities, health and safety, and handling customer enquiries.

You will work with the Senior Facilities Coordinator, clients, suppliers and colleagues to coordinate tasks, follow up queries, and ensure issues are resolved promptly.

Qualifications

• Previous experience in a customer-facing role.
• Understanding of routine checks for property compliance and record-keeping.
• Strong report-writing and communication skills.
• Proactive approach to managing tasks.

Responsibilities

• Receive and respond to everyday enquiries from colleagues and customers.
• Support health and safety and admin tasks across properties.
• Build relationships with stakeholders and colleagues.
• Ensure high service delivery and value for money.
• Manage communications with clients, suppliers, and staff.
• Escalate issues proactively and manage tasks and expectations.

Skills

Customer facing

Report writing

Communication skills

Task management

Administrative skills

Organisational skills

Problem solving

Tools

Database management systems

Microsoft Office

Email

Job description

About the Role

The Facilities Coordinator will support the delivery of Facilities Management and maintenance services across a portfolio of properties, including Children, Families & Lifelong Learning, Customer & Communities, and Adult Social Care.

The role will provide day-to-day support with facilities, maintenance, health and safety, and customer enquiries. You will work closely with the Senior Facilities Coordinator, clients, suppliers, and colleagues to coordinate tasks, follow up on queries, and ensure issues are dealt with promptly.

The successful candidate will be organised, proactive, customer-focused, and able to manage multiple tasks while maintaining a high standard of service.

Key Responsibilities

The services are predominately around managing and delivering the Facilities Management activities and maintenance requirements for Children, Families & Lifelong Learning, and Customer & Communities, including Adult Social Care properties within the portfolio. This includes assisting with enquiries, health and safety at sites, and following up on soft and hard facilities management queries.

• Receive and respond to everyday enquiries from colleagues and customers, providing a timely, courteous, and effective service.
• Support the Senior Facilities Coordinator with aspects of premises health and safety and the day-to-day administration of tasks across each of the properties.
• Be engaged, friendly, and helpful, working collaboratively with colleagues to deliver everyday excellence in support of the Operations Team on the account.
• Ensure a high standard of service delivery is maintained at all times, while also ensuring value for money is achieved.
• Develop strong relationships with stakeholders and colleagues across the business.
• Provide a highly professional customer service.
• Develop relationships built on trust with clients, while contributing to the development and success of Macro by supporting the management team with business development opportunities and operational activities.
• Manage and support all communication with clients, suppliers, and internal staff.
• Escalate issues appropriately and proactively manage tasks, priorities, and stakeholder expectations using Concept and other designated systems.
• Proactively manage tasks and expectations within the directorate.

About You

The ideal candidate will have:

Experience

• Previous experience in a customer-facing role.
• A good understanding of the routine checks required to ensure that the property remains compliant, with a proactive approach to recording and maintaining accurate records of these checks.
• Strong report-writing and communication skills, with the ability to articulate findings and recommendations clearly.
• A proactive approach to managing tasks and responsibilities.

Desired

• Ideally, experience working in a service-providing role.
• A full driving licence is desirable but not essential.

Personal Attributes

Essential

• Able to build and maintain the trust and respect of the client through exceptional job performance.
• Takes responsibility for their own work and supports others to ensure that deadlines are met.
• Able to prioritise and plan their own workload effectively in the context of conflicting priorities and work independently using their own initiative.
• Flexible and able to adapt to changing working environment.
• Strong communication skills.
• Able to problem-solve effectively to ensure that services to end users are not interrupted.
• Previous relevant work experience in an environment supporting staff and/or public members of the public, including tenants.

Education, Knowledge, Skills & Abilities

• Willingness to undertake professional or vocational study where appropriate.
• Excellent understanding of the relevant area of work.
• Good written and oral communication skills, with the ability to build strong relationships with customers.
• Good IT skills, including experience with database management systems, email, and Microsoft Office.
• Ability to work collaboratively with others to improve customer service.
• Good administrative and organisational skills.
• A methodical approach to information gathering, record-keeping, and reporting.

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.