Overview
Facilities Administrator Ref:VN469 Cheltenham UK
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
This is a full-time hybrid position, with a requirement to work from the client\'s office in Cheltenham at least 2 days per week.
The role involves effectively supporting suppliers and the Macro facilities team in an account administration capacity. You will serve as the first point of contact for all administrative queries, which may include (but are not limited to) purchase orders, reactive work orders, data collation, internal training records, and internal compliance checks.
You will also ensure that suppliers are charging appropriate rates and review the effectiveness of the preventative maintenance plans to reduce reactive works and maintain the image and reliability of client locations.
Maintain the professional image and reputation of Macro in all interactions with clients, suppliers, and internal staff is essential.
Main Job responsibilities will include:
* Manage the CAFM configuration to reflect any changes.
* Act as point of contact for client and suppliers queries.
* Support supplier training and communication regarding processes, system access, system queries, and PPM schedule adjustments as requested by the facilities team, the Company, premises, or suppliers, and communicate updates to relevant stakeholders.
* Conduct weekly invoice checks and raising purchase orders.
* Work closely with the Helpdesk to monitor P1\'s and ensure jobs are assigned within contractual KPIs and SLAs.
* Maintain supplier documentation in the system together and ensure validity of certificates, service sheets, and compliance documentation.
* Keep records of Company premises, associate contacts, contracts, and authorised approvers.
* Provide weekly, monthly, and quarterly reports.
* Deliver ad-hoc reports or information requests as required.
* Support the facilities team on a daily basis.
* Follow up with the team on deadlines related to tasks, work orders, PO\'s, invoicing, and health & safety reporting.
* Raise PO\'s and track finances through the system.
* Take minutes during meetings as requested and share them with attendees.
* Highlight any risks that may impact Macro\'s reputation or financial standing and suggest mitigating actions.
* Take a proactive approach to activities and work flexibly to support the team.
* Liaise and communicate effectively with Macro teams, client site teams, and service partners.
About You
The ideal candidate will have:
Essential Requirements:
* FM experience across multiple service lines, including Hard and Soft services, and contract management
* Proficient computer skills, including the Microsoft Office suite—particularly Excel for data analysis
* Experience and understanding of CAFM systems and finance system structures
* Excellent organisational, prioritisation, and planning skills, with a structured and process-driven mindset
* Professional and disciplined approach with strong time management skills
* Strong record management capabilities
* Excellent written and verbal communication skills
* Ability to work both independently and collaboratively as required
* Adaptability to learn non-Microsoft software
* Willingness to learn, develop, and grow within a rapidly expanding global company
* Ability to build and maintain lasting client relationships
* Experience managing third-party suppliers and stakeholder relationships
* Flexibility to adapt to a changing environment, with a proactive “can-do” attitude
Desirable Qualifications:
* Experience working with an outsourced FM provider
* Proven experience supporting retail clients across multiple global sites
Education & Technical Skills:
* Good standard of general education, including Maths and English
* Computer literate across all major Microsoft Office program
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
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