Facilities Administrator - Soft Services

Location Hyderabad India

Working Location Category Onsite

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 be responsible for outlining the key responsibilities, expectations, and required competencies for managing soft services within facility operations. This includes ensuring high standards in service delivery, vendor coordination, site upkeep, compliance with safety and organisational policies, and maintaining a positive workplace experience for employees. This serves as a guide to the nature of the role and may evolve based on business needs.

Responsibilities

Main Job Responsibilities will include:

• Deliver high-quality soft services across facility operations, vendor management, and customer experience.
• Ensure smooth day-to-day functioning of the workplace, compliance with safety standards, and continuous service improvement.
• Service Delivery: Oversee internal and external teams to ensure consistent, high-quality service.
• Vendor & Contractor Management: Manage vendor performance, contracts, and SLAs to ensure value and compliance.
• Facility Operations: Maintain building infrastructure, office equipment, and inventory (assets, consumables, stationery).
• Compliance & Safety: Ensure adherence to risk assessments, safety protocols, and company policies.
• Customer Experience: Deliver excellent service and build strong relationships with stakeholders, including landlords.
• Support Functions: Coordinate office relocations, manage vending/beverage services, and assist with special projects.
  
  

• Site Upkeep and Maintenance: Ensure cleanliness, hygiene, and general upkeep of the premises.Monitor housekeeping standards, conduct regular inspections, and resolve maintenance issues promptly.
• Vendor Management and Coordination: Coordinate with third-party providers for services like housekeeping, pest control, pantry, and waste management. Track performance against SLAs/KPIs, validate attendance, and process invoices on time.
• Inventory Management and Stock Planning: Maintain accurate records of consumables, stationery, and pantry supplies.Plan procurement to prevent stockouts and conduct periodic audits.
• Café and Pantry Management: Oversee daily operations, ensure quality and hygiene coordinate vendors for improvements.
• Event Support: Manage logistics, seating, refreshments, and vendor arrangements for internal events with minimal disruption
• Facility Rounds: Perform scheduled rounds, document observations, and follow up on corrective actions.
• Invoice Validation: Review vendor invoices for accuracy and coordinate timely payment for finance.
• Pest Control Oversight Ensure scheduled pest control activities and escalate issues when necessary.
• Helpdesk Ticket Management: Monitor and close soft services helpdesk tickets promptlywhile maintaining records.
• Monthly Reporting: Prepare MIS reports on service performance, vendor metrics, and facility status; highlight issues and improvement plans.
• Accrual Submission: Collate and submit monthly accruals for soft services expenses accurately.
• Attendance Validation for Third-Party Staff: Verify attendance outsourced records and ensure compliance with contracts.
• Waste Management: Oversee segregation, disposal, and recycling in line with environmental standards.
• Audit Support: Assist in preparing for ISO, CLRA, and other organizational audits.
  
  

• Facilities Management experience at a mid-level position.
• Proficiency in the full Microsoft Office Suite of applications.
• Graduated to a higher level in any stream
  
  

• Strong communication skills.
• Ability to work collaboratively as a team player.
• Excellent people management skills.
• Experience in a customer-facing role.
• Flexibility.
• A positive attitude.