Facilities Assistant

Macro

New York (NY)

On-site

USD 62,500 - 66,000

Full time

14 days+

Application generator

Stand out for this role — generate a tailored resume and cover letter in about a minute.

Get past ATS filters

Job summary

A global facilities management company in New York is seeking a Facilities Assistant. You will manage service tickets, coordinate with vendors, and maintain schedules. The ideal candidate possesses strong organizational skills, analytical abilities, and proficiency in Microsoft Office. This role offers a salary of $30-32 per hour, emphasizing a supportive workplace culture.

Qualifications

Must be able to manage internal service tickets.
Experience maintaining schedules and coordinating vendors is necessary.

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

Teamwork

Education

GCSE level or higher

Tools

Microsoft Office

Job description

Join to apply for the Facilities Assistant role at Macro

1 day ago Be among the first 25 applicants

Join to apply for the Facilities Assistant role at Macro

Direct message the job poster from Macro

Facilities Assistant Ref: VN412 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, 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 managers with vendor supervision (sometimes afterhours/weekends; considered overtime work).
Act as Liaison for the Office Coordinator Manage 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

The role will be hourly (non-exempt) at $30-32/hour or $62,500-66,000 p.a.

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 careers@macro-group.com to speak to a member of our team.

Seniority level