Facilities Coordinator

Macro; Bellevue (WA); On-site; USD 65,000 - 75,000; Full time

Job summary

Macro in Bellevue, Washington is seeking a dynamic Facilities Coordinator to be the main point of contact for colleagues, clients and visitors, ensuring a welcoming and efficient workplace.

You will manage employee engagement, inquiries, facilities inspections, onboarding, meeting room bookings, vendor coordination, and compliance to deliver high‑quality service and an outstanding customer experience across the site.

Qualifications

• Experience in customer-facing or hospitality environments.
• Strong communication and interpersonal skills.
• Ability to manage office facilities tasks and vendor coordination.

Responsibilities

• Welcome colleagues, clients and visitors, providing tailored assistance and meeting their needs.
• Resolve inquiries promptly to ensure high level of service.
• Conduct facilities inspections, ensuring cleanliness and functionality.
• Identify, report and follow up on issues related to furniture, fixtures and equipment via Facilities Helpdesk.
• Promote proper use of workspace and address conduct issues with Facilities Management.
• Improve service delivery by adapting to changing business requirements.
• Meet and greet visitors and assist with entry while ensuring security compliance.
• Onboard: space planning for the office and setup for new employees.
• Manage meeting room bookings, forward bookings, cancellations and setup needs.
• Coordinate on-site vendor activity, verify documentation and assist with invoicing/POs.
• Ensure contract and service compliance and perform quality audits.
• Update workplace signage to stay current with branding.

Skills

Adaptability

Resilience

Communication Skills

Teamwork

Initiative

Attention to Detail

Problem-Solving

Relationship Building

Organisational Skills

Professionalism

Positive Demeanour and Presentation

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.

Location

USA Bellevue, Washington

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

Be the main point of contact for colleagues, clients, and visitors, ensuring a welcoming and efficient workplace environment. Responsible for facilitating employee engagement, managing inquiries, conducting facilities inspections, and promoting appropriate workplace behaviour. Maintain customer satisfaction at the highest level by providing a high-quality, proactive service, ensuring all concerns are dealt with effectively and communicated accordingly. The role will add value to the FM provision and the customer experience through engagement and relationship-building with employees.

Provide updates and communication on FM services, deliver wellbeing campaigns, and support the buildings operations.

The approved salary budget for this role is within the range of $65,000 to $75,000 per annum based upon experience.

Your Responsibilities Will Include

• Employee Engagement and Query Management: Welcome colleagues, clients, and visitors, providing tailored assistance to meet their needs. Resolve inquiries promptly and effectively, ensuring a high level of customer service.
• Feedback Engagement: Engage with end users to encourage participation in customer feedback surveys and gather insights for continuous improvement.
• Workplace Facilities Inspections and Floor Walks: Conduct regular inspections of meeting rooms and office spaces, ensuring cleanliness, tidiness, and functionality.
• Issue Reporting: Identify, report, and follow up on issues related to furniture, fixtures, and equipment using the Facilities Helpdesk, ensuring timely resolution. Collaborate with facilities teams to monitor and resolve phone issues in collaboration areas and meeting rooms.
• Steward of Workplace Behaviour: Promote the proper use of workspace areas by observing behaviours during floor walks and addressing any issues directly or escalating them to the Facilities Management team.
• Service Delivery: Instil an ethos of continuous improvement in service delivery, keeping the service fresh and appropriate by quickly responding to changes in business requirements.
• Guest Services: Meet and greet all visitors to the premises in a friendly and polite manner, ensuring that their entry into the building is as smooth as possible while complying with procedural and security requirements.
• Onboarding: Manage space planning for the office and coordinate the setup for new employees.
• Meeting Suite Management: Manage meeting room booking systems effectively, handling forward bookings and accommodating same-day reservations, cancellations, and amendments. Identify and fulfill requirements such as room layout, technology needs, and catering services as part of meeting room set up.
• Coordination of On‑Site Vendor Activity: Check vendor documentation upon delivery to guarantee accuracy, compliance with contracts and adherence to safety regulations. Escort vendors into restricted areas of the workplace, ensuring compliance with company security protocols. May be required to support the financial process by raising monthly purchase orders (PO’s), receipting invoices upon completion of work, and supporting the monthly accrual process.
• Compliance: Responsible for service and contract compliance, ensuring all services meet Client’s requirements and standards. Undertake quality audits covering hard and soft services.
• Workplace Signage and Notice Board Management: Regularly review and update all workplace signage to ensure it is accurate, legible, visually appealing, and compliant with brand guidelines.

About You

We are seeking a dynamic and personable Facilities Coordinator to join our team. The successful candidate should have experience in customer‑facing or hospitality environments.

Key Competencies

• Adaptability: Ability to adjust to new conditions, tasks, or environments.
• Resilience: Ability to recover quickly from challenges and setbacks.
• Communication Skills: Ability to convey information effectively and listen actively.
• Teamwork: Ability to work collaboratively and engage effectively with others towards a common goal.
• Initiative: Proactively identifies opportunities to improve processes or solve problems that enhance team performance.
• Attention to Detail: Naturally focused on the finer points to ensure accuracy and thoroughness in work.
• Problem‑Solving: Ability to identify, analyse, and resolve issues effectively.
• Relationship Building: Demonstrates an understanding of workplace relationships and navigate them with confidence.
• Organisational Skills: Ability to prioritise tasks and manage time effectively.
• Professionalism: Maintains a high standard of behaviour that demonstrates respect, responsibility, and competence.
• Positive Demeanour and Presentation: Maintains a positive demeanour and presents themselves in a professional and well‑groomed manner.

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.