Workplace and Office Coordinator

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.

United Kingdom Reigate

Onsite

This role will deliver excellence every day by supporting and assisting customers, addressing enquiries, resolving issues, and ensuring a positive customer experience. This includes managing a range of customer interactions—such as phone calls and emails—and accurately logging and updating tasks in line with account service level agreements. Client reception should strive to create outstanding experiences, ensuring every customer leaves with a lasting, positive impression from their interaction.

• Serve as the first point of contact for all visitors, providing a friendly, professional, and efficient reception experience.
• Manage the visitor sign‑in process and ensure all guests receive appropriate information, badges, and hospitality.
• Handle incoming calls, enquiries, and email correspondence, directing queries to relevant teams in a timely manner.
• Maintain a clean, organised, and welcoming reception and lobby area.

• Manage meeting room bookings, ensuring spaces are prepared, equipped, and allocated efficiently.
• Coordinate catering, refreshments, and any special requirements for internal and external meetings or events.
• Troubleshoot last‑minute changes or issues to ensure meetings run smoothly.

• Monitor and maintain stock levels of office supplies, stationery, kitchen items, and equipment.
• Process purchase orders and liaise with suppliers to ensure timely delivery of goods and services.
• Undertake mailroom duties, including incoming/outgoing post, courier bookings, and distribution to relevant departments.

• Act as a point of contact for building maintenance, repairs, and contractors.
• Coordinate with external contractors, ensuring all visitors meet compliance, safety, and quality standards.

• Support workplace inspections, audits, and compliance activities, including first aid, fire safety, and security protocols.
• Maintain relevant documentation such as risk assessments, safety reports, contractor records, and incident logs.
• Assist with emergency procedures, ensuring that evacuation routes, signage, and equipment are maintained.
• Promote environmental best practices, such as recycling and energy‑saving initiatives.

• Contribute to monthly and quarterly operational reports, providing updates on building issues, supplier performance, and general office activity.
• Support internal teams with administration, scheduling, and coordination tasks as required.
  
  Work closely with the Operations, HR, and Facilities teams to enhance workplace experience and service levels.

• Clear communication to all stakeholders.
• Escalation of performance issues/complaint information to line manager to ensure awareness of current issues.
• Ensure team are aware and adhere to Service Desk guidelines and Health and Safety requirements.

The ideal candidate will have:

• Previous experience in reception, facilities, office coordination, or a similar customer‑facing role.
• A good understanding of basic health and safety processes, building procedures, or contractor management (desirable).
• Strong proficiency in MS Office applications and confidence using administrative systems.
• Ability to manage confidential information with a high level of discretion and professionalism.

• Strong communication and interpersonal skills, with a warm and confident front‑of‑house presence.
• Highly organised, with the ability to manage competing priorities in a fast‑paced environment.
• Proactive, adaptable, and able to anticipate needs before they arise.
• Strong problem‑solving skills and…