Facilities Assistant: VN355 Dublin Ireland
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 provide a highly professional and efficient Client Reception and Facilities service between the hours of 8:30 and 17:00.
Main Job Responsibilities will include:
* Receive and welcome all visitors, ensuring a professional and friendly first impression.
* Maintain a tidy and organised reception area with up-to-date materials.
* Register all visitors and contractors using Appspace, in line with global security policies.
* Manage meeting room bookings and catering requests; support external events when needed.
* Ensure availability of office supplies, consumables, and catering products.
* Sort and distribute incoming/outgoing mail and coordinate courier services.
* Maintain reprographic equipment and troubleshoot issues as needed.
* Oversee cleaning services and ensure high standards of office cleanliness.
* Provide on-site presence to support communication and decision-making.
* Organise contractor/supplier/team meetings to uphold service excellence.
* Manage planned and reactive maintenance to ensure statutory compliance.
* Liaise with building management as required.
* Create, receipt, and amend purchase orders via Proactis.
* Conduct regular workplace and safety inspections per Macro QHSE standards.
* Ensure compliance with HSE policies, report incidents via Eco Online and client systems.
* Support First Aid, Fire Safety, and Security protocols.
* Perform DSE assessments and complete mandatory inspections.
* Maintain up-to-date site operations files and documentation in Prism Library.
* Contribute to reporting for Macro and client corporate properties.
* Support environmental initiatives and lead by example.
* Provide out-of-hours emergency support and participate in business continuity planning.
* Manage purchase orders via Oracle & Zip; respond to finance queries and cover finance admin duties when needed.
* Track and manage aged debt, process invoices, and liaise with client finance teams.
* Coordinate new starter access, inductions, and office tours.
* Assist with monthly forecasts and accruals.
* Weigh and record shredding and recycling waste.
* Adjust weekly fruit and dairy orders based on office needs.
* Upload monthly contractor hours to Eco Online (UK & EMEA).
* Complete quarterly audits on single-use plastics and suggest improvements.
* Complete assigned Macro and client training within deadlines.
* Collect and manage ISO 14001 data in Greenstone; support annual recertification.
* Provide detailed handovers during planned leave.
* Conduct regular floor walks to identify maintenance needs.
* Support contractor/supplier meetings and follow up on actions.
* Oversee out-of-hours contractor work as needed.
* Assist with social media content creation, editing, and posting.
Additional Site Specific to Client
* Ensure all client requests, reactive tasks, and maintenance are captured through FM24. The appropriate documentation and pricing are included and tasks closed out within the specified time.
* Organise the logistics for quarterly Board Meetings. Create a document containing visitors, transportation and catering requirements.
* Manage the budget. Track all hospitality and consumables invoices. Log all information to the finance tracking document and send invoices to the Macro purchase ledger.
* Provide in person DSE assessments for staff experiences issues. Find solutions to assist them with their daily operations.
About You
The ideal candidate will have:
Previous experience working as a receptionist/administrator in a corporate environment.
Essential:
* Excellent communication skills and a professional telephone manner.
* Fluency in Italian and English, both written and spoken.
* Strong time management skills and the ability to manage conflicting priorities.
* Professional appearance at all times.
* Strong commitment to delivering exemplary customer service.
* Ability to problem solve and make appropriate decisions.
* Proficiency in standard word processing and spread sheet software.
* Experience working within a Facilities Management operation.
* Previous experience of working in an outsourced contract environment.
* Secondary school leaving qualifications.
* Relevant professional qualifications or equivalent expérience.
Desired:
* Interest in environment initiatives and a willingness to participate as a member of the local office Green Team.
* Flexible approach to working outside of standard hours, as required.
* Certification in Occupational First Aid.
* Awareness of Health and Safety practices.
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.