Assistant Facilities Manager

Location USA Boston MA 02109

Working Location Category Based

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

A highly professional and proactive customer-facing role, responsible for ensuring the delivery of exemplary facilities management services to the Client while maintaining compliance and operational efficiency. Serves as the main contact for colleagues and vendors for all local facilities and workplace management issues. Plays a vital role in managing and developing relationships with end users and key stakeholders to support the operational success of the business.

Maintain the highest levels of customer satisfaction by providing a high-quality, proactive service, ensuring all concerns are addressed effectively and communicated appropriately. Contribute to the growth and success of Macro by assisting the management team with business development and operational activities.

Your Responsibilities Will Include

• Service Delivery: Instill an ethos of continuous improvement, keeping service delivery fresh and responsive by reacting quickly to changing business requirements.
• Client Centricity: Work collaboratively as a team to ensure the highest standards of service and technical support are delivered. Ensure customer concerns are managed effectively.
• Service Excellence: Liaise with facilities service providers, including hospitality, maintenance, cleaning, and vending, to ensure services are delivered to a high standard, on time, and seamlessly.
• Project Management: Oversee the delivery of minor works and small project initiatives, such as office moves and churn, ensuring they are executed efficiently and to the highest standards.
• Supplier Management: Work with the Regional Facilities Manager and Supply Chain Business Partner to manage supplier contracts, ensuring quality service, value for money, and continuous innovation. Undertake Macro contractual, compliance, and technical audits of supplier services.
• Reporting and Compliance: Be responsible for service and contract compliance, ensuring all services meet our client’s requirements and standards. Complete inputs for monthly reports, quality audits of hard and soft services, and compliance requests. Prepare, manage, and review business continuity plans, and actively participate in our client’s business continuity and disaster recovery planning.
• Budget Management: Work with the Facilities Manager to manage and control budgets, achieve financial targets, and adhere to financial processes. Produce timely and accurate reports.
• Procurement and Invoicing: Raise purchase orders and process invoices using Macro's finance system, PROACTIS.
• Support Services: Provide cover for the main reception, helpdesk, post room, and other site services as required. Collect and distribute mail, and coordinate the shipping and receipt of parcels, boxes, and letters to and from the office.
• Space Planning: Manage office space planning and coordinate workspace setup for new employees.
• Health, Safety, and Quality: Lead workplace health, safety, and environmental initiatives for the local office. Conduct weekly site audits and monthly Health & Safety inspections and manage any resulting escalations.
• Onboarding: Coordinate workstation and equipment setup for all new employees and assist with employee orientation.
  
  

About You

To thrive in this role, you will need to demonstrate a blend of technical knowledge, strong interpersonal skills, and excellent organisational ability.

Key Competencies Include

• Relevant qualifications or sufficient experience and knowledge of facilities management operations.
• Strong interpersonal skills, with the ability to communicate effectively with stakeholders.
• A client-centric mindset with a genuine commitment to delivering customer service excellence.
• Experience in facilities management or a similar customer-facing role.
• Excellent organisational and time management skills, with the ability to manage conflicting priorities.
• A proactive approach and a willingness to identify and drive opportunities for continuous improvement.
• Confidence in using a variety of systems and platforms.
• An adaptable and flexible approach, with the ability to respond effectively in a dynamic environment.
• Resilience in managing unexpected challenges while maintaining service excellence.
• Strong attention to detail, with a meticulous approach to service delivery, compliance, reporting, and project management.
  
  

Desired:

• First Aid training.
• Fire Safety training.
  
  

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.