Facilities Administrator

FM Administrator Ref: VN445 Dubai UAE

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

We are seeking a highly organised and detail-oriented Facilities Administrator to join our team. The ideal candidate will bring a solid background in facilities management and a genuine passion for maintaining a safe, efficient, and well-functioning work environment. This role demands strong communication and problem-solving skills, along with the ability to remain calm under pressure and effectively manage tight deadlines.

Main responsibilities will include:

• Maintain confidentiality in all aspects of client and staff information.
• Interact professionally with staff, clients, suppliers, and visitors.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Respond to routine inquiries via correspondence.
• Perform general clerical duties to including, but not limited to, copying, faxing, mailing, laminating, and filing.
• Support the Maintenance team by raising and closing reactive, PPM, and scheduled job requests within the CAFM helpdesk (Concept Evolution).
• Prepare and collate all documentation for the monthly payroll of all on site staff.
• Assist the Facilities Manager in maintaining supplier matrices and the associated documentation.
• Order and maintain stock related to facilities management service provision.
• Attend team meetings and produce minutes and action points.
• Where applicable, answer telephone calls and transfer them to the appropriate staff member.

About You:

The ideal candidate will have:

• Experience in FM Administration and strong communication skills across all levels.
• The ability to identify potential problems and work through solutions to resolution.
• Flexibility and responsiveness to last-minute requests.
• A collaborative, team-oriented approach.
• A proactive, ‘can-do’ attitude.
• Sociable nature and strong listening skills.
• Experience preparing documents for contractor tenders.
• Ability to project manage, supervise, and coordinate contractor work.
• Skills in documenting and reporting inefficiencies and issues.
• A mindset focused on identifying operational improvements.
• Calm and effective response to emergencies.
• Ability to delegate and coordinate multiple FM activities simultaneously.

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.