Facilities Coordinator

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

Job summary

Macro is seeking a Facilities Operations Coordinator to support the day-to-day operations of a fast-paced corporate office in New York, ensuring the workplace is safe, functional, and well-maintained.

You will coordinate facilities services, manage requests, liaise with vendors and building management, assist with office moves, and support on-site operations in a full-time, on-site role.

Qualifications

• 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.

Responsibilities

• 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 facilities issues through resolution.
• 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.
• Liaise with building management, engineering, janitorial, security, AV, and other service vendors to support timely issue resolution.
• Assist with office moves, seating changes, furniture installations, and space resets.
• Ensure all work orders, incidents, and requests are accurately logged and updated in the relevant systems.
• Support adherence to workplace policies and standards, escalating issues when appropriate.
• Assist with vendor invoice processing, including reviewing invoices for accuracy, raising purchase orders, and liaising with finance or accounts payable teams.

Skills

Facilities management

Organizational skills

Communication skills

Vendor liaison

PO management

Tools

Microsoft Word

Microsoft Excel

Facilities management systems

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 New York 10001

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

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.