Facilities Assistant

Facilities Assistant Ref: VN232 Beaumont Texas USA

About Us

At Macro, you get the best of both worlds: a well-established industry leader with global presence and a roster of blue-chip clients, and a people-centric business with a friendly and supportive culture. In other words, when you join Macro, you can seriously accelerate your career, all while having fun with colleagues invested in your success.

About the Role

In this role, you will provide professional administrative support to the Department staff, focusing on general Facilities Services operations. You will support various administration functions and deliver exemplary ‘best in class’ customer service to the clients.

Key Responsibilities:

• Respond to Inquiries: Handle calls/emails directed to the Facilities Department regarding campus inquiries, repairs, and other departmental requests.
• Work Order Management: Enter work request information into the Work Order system, schedule, coordinate, and distribute work orders to Facilities Operations.
• Follow up: Maintain tracking logs by following up with Facilities Operations and end-users.
• Data Entry: Enter all labor data into the work request system and creates system reports as requested.
• Preventive Maintenance: Distribute monthly Preventive Maintenance and Resiliency tickets to the facilities operations team and/or external vendors, tracks status, and enter engineering notes, including hours worked.
• Audit Support: Record data into specific electronic folders to support audits and track compliance data on Excel spreadsheets and online databases.
• Project File Maintenance: Initiate, maintain, and assist with the maintenance of Departmental Project files as per company’s records retention policies. Proactively track and update vendor certificates of insurance, W-9s, Veriforce, etc.

Values and Cultural Fit

• Safety First: No compromise.
• Client Focus: Deliver on our promise
• Create Opportunity: Enable our people to excel.
• Integrity: Always do the right thing.

About You

The ideal candidate will have the following:

Experience and Qualifications:

• Administration Experience: Administrative experience in the Facilities Management industry or similar role.
• Relevant Education: Appropriate educational background/experience.
• Technical Proficiency: Ability to read, analyse, and interpret technical procedures or governmental regulations.
• Microsoft Office: Proficiency in Microsoft Office and Outlook; ability to work with spreadsheets, databases, and generate reports.
• Report Writing: Ability to write reports, business correspondence, and procedure manuals.
• Presentation Skills: Effectively presents information and responds to questions from groups of managers, clients, and customers.

Technical Competencies

• Detail-oriented: Maintenance of accurate records is a critical department function.
• Oral Communication: Speaks clearly and persuasively in both positive or negative situations; listens and gets clarification; responds well to questions.
• Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyses information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Written Communication: Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret technical documents.

Behavioural Competencies

• Excellent communication skills: Demonstrates strong verbal and written communication skills.
• Good timekeeping: Punctual and reliable.
• Time Management: Able to manage time effectively and handle conflicting priorities.
• Customer Service: Strong commitment to delivering exemplary ‘best in class’ customer service.
• Problem Solving: Able to identify issues and make appropriate decisions.
• Relationship Building: Strong ability to build rapport and foster supportive working relationships.
• Presentation and Communication: Effectively presents and communicates information.
• Planning and Organising: Plans and organises tasks efficiently.
• Collaboration and Networking: Works well with others and builds networks.

Salary is $45,000 to $55,000 annually.

Diversity Statement

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.