Facilities Coordinator

Macro Group; New York (NY); On-site; USD 70,000 - 80,000; Full time

Job summary

Macro Group is seeking a Facilities Operations Associate to support day-to-day corporate office operations on-site in New York. You will coordinate facilities services, manage requests, liaise with vendors and building management, and assist with office moves and space setups.

This hands-on role requires prior facilities or workplace operations experience in a high-quality corporate environment. The role is full-time and on-site with a salary range of $70,000–$80,000 per year.

Qualifications

• Experience in facilities management or workplace operations in a corporate environment.
• Strong organizational and multitasking abilities with good communication skills.
• Experience with vendor invoicing and purchase-order coordination.

Responsibilities

• Coordinate day-to-day facilities operations and respond to service requests.
• Log and track facilities issues to resolution and communicate progress.
• Liaise with building management, vendors, and service providers to resolve issues.
• Support office moves, seating changes, furniture installations, and space setups.
• Maintain accurate records of work orders and notes in relevant systems.
• Assist with vendor invoice processing and PO creation in coordination with finance.

Skills

Facilities operations

Vendor liaison

Office setup

Job description

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.

About the Role

In this role, you will support the day-to-day operations of a fast-paced corporate office environment, ensuring the workplace is safe, functional, and well-maintained. This role plays a key part in delivering a positive employee experience by coordinating facilities services, managing service requests, liaising with vendors and building management, and supporting office moves and setups. This is a hands-on, detail-oriented role suited to someone with prior facilities or workplace operations experience who is looking to deepen their exposure within a high-quality corporate environment and progress within facilities management. This is a full-time, on-site role supporting the daily operations of the office.

The salary range for this role is $70,000–$80,000 per annum.

Key Responsibilities

Facilities Operations & Coordination

• Coordinate day-to-day facilities operations, including reactive requests and planned works.
• Act as a primary point of contact for facilities-related enquiries from employees.
• Log, track, and follow up on all facilities issues through resolution, taking ownership of progress and communication.
• Conduct regular site walks to identify maintenance, cleanliness, safety, or operational issues and coordinate corrective actions.
• Support Workplace Ambassadors with monitoring common areas and meeting spaces, coordinating facilities or AV support as required.

Vendor & Stakeholder Liaison

• Liaise with building management, engineering, janitorial, security, AV, and other service vendors to support timely issue resolution.
• Support Facilities Assistants with vendor access, scheduling, and on-site coordination.
• Build positive working relationships with internal stakeholders and external partners to ensure efficient service delivery.

Office Moves & Space Support

• Assist with office moves, seating changes, furniture installations, and space resets.
• Support workplace setups for meetings, events, and new joiners as required.

Systems, Tracking & Administration

• Ensure all work orders, incidents, and requests are accurately logged and updated in the relevant systems.
• Maintain facilities records and documentation where required.
• Support adherence to workplace policies and standards, escalating issues when appropriate.
• Support vendor invoice processing, including reviewing invoices for accuracy, raising purchase orders, and liaising with finance or accounts payable teams.

Service Mindset & Continuous Improvement

• Deliver a professional, discreet, and service-oriented approach to all facilities interactions.
• Proactively identify opportunities to improve processes, service delivery, or workplace functionality.
• Collaborate with colleagues to support a positive, “one-team” approach across the business.

About You

The ideal candidate will have:

• Experience in facilities management, workplace operations, or office services within a corporate or commercial environment.
• Strong organizational skills with the ability to manage multiple priorities and follow issues through to completion.
• Excellent verbal and written communication skills.
• Proven ability to build effective working relationships with colleagues, vendors, and building teams.
• Experience with vendor invoicing and financial administration, including purchase order management and coordination with finance or accounts payable teams.
• Proficiency with workplace systems and standard office software (e.g., "Microsoft Word, Excel"); experience with facilities or service request management systems is strongly preferred.

Personal Attributes

• Hands-on and solutions-focused.
• Professional, discreet, and service-driven.
• Strong sense of ownership and accountability.
• Team-oriented with a collaborative mindset.
• Calm and adaptable under pressure.

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.