Facilities Assistant

Macro; New York (NY); On-site; USD 65,000 - 70,000; Full time

Job summary

An established industry player in facilities management is seeking a Facilities Assistant to join their dynamic team. In this role, you will manage internal service tickets, coordinate vendor schedules, and maintain essential facilities calendars. This position offers a unique opportunity to work in a supportive environment that values innovation and community. You will play a crucial role in ensuring smooth operations while contributing to a culture that prioritizes excellence and customer satisfaction. If you are organized, proactive, and eager to make an impact, this is the perfect opportunity for you.

Qualifications

• Strong analytical and organisational skills are essential.
• Must be adaptable, resourceful, and able to work independently.

Responsibilities

• Maintain the Facilities Inbox and submit service ticket requests.
• Coordinate and schedule vendors while supervising them onsite.

Skills

Analytical skills

Organisational skills

Customer/client focus

Problem solving

Process management

Teamwork

Numeracy

Written communication

Education

GCSE level or higher

Tools

Microsoft Office

Excel

MS Teams

Job description

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Facilities Assistant Ref: VN263 New York US

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 effectively submit corresponding internal service tickets/workorders and manage internal service tickets.

Main Job Responsibilities

• Maintain the Facilities Inbox.
• Submit service ticket requests.
• Reserve offices for visiting partners.
• Maintain Facilities Calendars updated with visiting partners’ information, dates, and locations.
• Maintain Vendor Calendars with vendor information.
• Adjust the names of non-partner visiting employees. These reservations are made by executive assistants for employees traveling from other offices.
• Create PTW (Permission to Work) codes for vendors requested by Facilities Team, File Room, Marketing & Communications Teams, Petina; etc.
• Create Delivery Access codes for requests from the Facilities Team, Petina, File Room, Marketing & Communications Teams, etc
• Submit COI’s (Certificate of Insurance) to the buildings for approval.
• Coordinate and schedule vendors.
• Supervise vendors while onsite.
• Assist Merlin Managers with vendor supervision (sometimes afterhours/weekends; considered overtime work).
• Act as Liaison for the Office Coordinator/Manager: reserve desks/offices, sign in employees, set up MPR rooms for events, collect/distribute incoming mail/packages to employees.
• Assist the Client Center and Reception Teams for coverage as needed.
• Communicate with vendors/Client stakeholders through email, phone, and teams.
• Assist the Facility Manager with floor plans, adding information for offices outside of NY, including names and space numbers.
• Maintain the Facilities Folder with current COI information.

About you

The candidate will have:

• Analytical skills and process oriented
• Ability to work in a teamwork as well as independently
• Organisational and multi-tasking skills
• Adaptable, resourceful, and highly perseverant
• Educated to GCSE level or higher
• Microsoft Office – Intermediate level Excel skills and a good understanding of MS Teams
• Teamwork / working with others
• Customer/client focus
• Ownership
• Numeracy and written communication
• Problem solving and decision making
• Process management

Salary is $65,000 to $70,000 annually.

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.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and Customer Service

• Industries

  Facilities Services

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