Assistant Facilities Manager Ref: VN447 Shanghai China
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
Reporting to the Regional Facilities Manager, this role based in Shanghai, will involve regular travel to Suzhou. It is a highly professional and proactive customer-facing role, responsible for delivering exemplary facilities management services while ensuring compliance and operational efficiency.
You will serve as the main point of contact for colleagues and vendors regarding all local facilities and workplace management matter. This role plays a vital part in managing and developing relationships with end-to-end service users and key stakeholders to support the operational success of our company. Maintain customer satisfaction at the highest level by providing a high quality, pro-active service and ensuring all concerns are dealt with effectively and communicated appropriately.
Additionally, the role will contribute to the growth and success of Macro by supporting the management team with business development and operational activities.
Key Responsibilities will include:
- Service Delivery
: Instils an ethos of continuous improvement, keeping service delivery fresh and and responsive to changing business needs. - Client Centricity:
Collaborate with the team to deliver the highest standards of service and technical support. Ensure customer concerns are addressed effectively. - Service Excellence
: Liaise with facilities service providers, including hospitality, maintenance, cleaning, and vending to ensure services are high quality, timely, and seamless. - Project Management
: Oversee minor works and small project initiatives (e.g. moves and churn), ensuring efficient to the highest standards. - Supplier Management
: Work with the Regional Facilities Manager and Supply Chain Business Partner to manage supplier contracts, ensuring quality services, value for money, and innovation. Undertake Macro contractual, compliance and technical audits to supplier services. - Reporting and Compliance
: Responsible for service and contract compliance, ensuring all services meet the client's requirements and standards. Complete monthly reports, quality audits of hard and soft services, and compliance requests. Prepare, manage and review business continuity plans and actively participate in the client's BCP and disaster recovery plans. - Budget management:
Work with the Regional Facilities Manager to manage and control the budget, achieve financial targets, and adhere to financial processes. Produce timely and accurate reports. - Procurement and Invoicing:
Raise purchase orders and process on Macro's finance system, PROACTIS. - Support Services:
Provide cover for main reception, helpdesk, post room, or other site services as required. Handle mail pickup and delivery, and coordinates shipping and receiving of mails and packages. - Space Planning:
Manage office space planning and coordinate setups for new employees. - Health, Safety, and Quality:
Lead workplace health, safety, and environment initiatives for the local office. Participate in weekly site audits and monthly health & safety inspections and manage escalations. - Onboarding:
Coordinate setups for all new employees and assist with orientation.
About You:
To thrive in the Assistant Facilities Manager role, a blend of leadership, technical, strategic, and interpersonal skills are essential.
Key competencies include:
- Proficiency in both Chinese (Mandarin) and English with the ability to navigate business documentation in both languages.
- Relevant qualifications or sufficient experience and knowledge of facilities management operations.
- Strong interpersonal skills 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.
- Strong organisational skills and exceptional time management to handle conflicting priorities.
- Proactive attitude and willingness to seek out opportunities for improvement.
- Confidence in using various systems and platforms.
- Adaptable and flexible approach to respond effectively in a dynamic environment.
- Resilience in managing unexpected challenges while maintaining service excellence.
- 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 - to speak to a member of our team.