Facilities Administrator - Soft Services

Macro; Hyderabad; On-site; INR 700,000 - 1,100,000; Full time

Job summary

Macro is a recognised global specialist in facilities management, focusing on soft services within workplace operations. Based in Hyderabad, this role oversees delivery of high‑quality services, vendor coordination, and safe, compliant site management to ensure an exceptional employee experience.

You will lead internal and external teams, manage SLAs, and contribute to improving service delivery and workplace efficiency across the campus.

Qualifications

• Facilities management experience at a mid-level position.
• Strong proficiency in MS Office and office productivity tools.
• Excellent communication and people-management skills.

Responsibilities

• Deliver soft services across facility operations, vendor management, and customer experience.
• Ensure smooth day‑to‑day workplace functioning with safety compliance.
• Oversee service delivery and coordinate internal/external teams.
• Manage vendor performance, contracts, and SLAs for value and compliance.
• Prepare monthly MIS reports and assist with audits and accruals.

Skills

Facilities mgmt

MS Office

Communication

Teamwork

Customer-facing

Education

Bachelor's degree or higher

Job description

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.

Location

Hyderabad, India

About the Role

In this role, you will be responsible for outlining the key responsibilities, expectations, and required competencies for managing soft services within facility operations. This includes ensuring high standards in service delivery, vendor coordination, site upkeep, compliance with safety and organisational policies, and maintaining a positive workplace experience for employees. This serves as a guide to the nature of the role and may evolve based on business needs.

Responsibilities

• Deliver high‑quality soft services across facility operations, vendor management, and customer experience.
• Ensure smooth day‑to‑day functioning of the workplace, compliance with safety standards, and continuous service improvement.
• Service Delivery: Oversee internal and external teams to ensure consistent, high‑quality service.
• Vendor & Contractor Management: Manage vendor performance, contracts, and SLAs to ensure value and compliance.
• Facility Operations: Maintain building infrastructure, office equipment, and inventory (assets, consumables, stationery).
• Compliance & Safety: Ensure adherence to risk assessments, safety protocols, and company policies.
• Customer Experience: Deliver excellent service and build strong relationships with stakeholders, including landlords.
• Support Functions: Coordinate office relocations, manage vending/beverage services, and assist with special projects.

Roles and Responsibilities

• Site Upkeep and Maintenance: Ensure cleanliness, hygiene, and general upkeep of the premises. Monitor housekeeping standards, conduct regular inspections, and resolve maintenance issues promptly.
• Vendor Management and Coordination: Coordinate with third‑party providers for services like housekeeping, pest control, pantry, and waste management. Track performance against SLAs/KPIs, validate attendance, and process invoices on time.
• Inventory Management and Stock Planning: Maintain accurate records of consumables, stationery, and pantry supplies. Plan procurement to prevent stockouts and conduct periodic audits.
• Café and Pantry Management: Oversee daily operations, ensure quality and hygiene, coordinate vendors for improvements.
• Event Support: Manage logistics, seating, refreshments, and vendor arrangements for internal events with minimal disruption.
• Facility Rounds: Perform scheduled rounds, document observations, and follow up on corrective actions.
• Invoice Validation: Review vendor invoices for accuracy and coordinate timely payment for finance.
• Pest Control Oversight: Ensure scheduled pest control activities and escalates issues when necessary.
• Helpdesk Ticket Management: Monitor and close soft services helpdesk tickets promptly while maintaining records.
• Monthly Reporting: Prepare MIS reports on service performance, vendor metrics, and facility status; highlight issues and improvement plans.
• Accrual Submission: Collate and submit monthly accruals for soft services expenses accurately.
• Attendance Validation for Third‑Party Staff: Verify attendance outsourced records and ensure compliance with contracts.
• Waste Management: Oversee segregation, disposal, and recycling in line with environmental standards.
• Audit Support: Assist in preparing for ISO, CLRA, and other organizational audits.

About You

• Facilities Management experience at a mid‑level position.
• Proficiency in the full Microsoft Office Suite of applications.
• Graduated to a higher level in any stream.

Core Competencies

• Strong communication skills.
• Ability to work collaboratively as a team player.
• Excellent people management skills.
• Experience in a customer‑facing role.
• Flexibility.
• A positive attitude.

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.