Facilities/Finance Coordinator Ref: VN233 Henley on Thames
About Us
At Macro, you get the best of both worlds: a well-established industry leader with global presence and a roster of blue-chip clients, and a people-centric business with a friendly and supportive culture. In other words, when you join Macro, you can seriously accelerate your career, all while having fun with colleagues invested in your success.
About the Role
In this role you will be the FM department’s first point of contact for administration and finance, and you will deputise for the Assistant Facilities Manager when appropriate.
Main Responsibilities
Finance
Manage finance administration for all UK sites.
Handle the invoice management process including:
Raising purchase orders on Macro Finance system (annual and reactive).
Monitoring to ensure accurate tracking.
Receipting invoices.
Troubleshooting discrepancies.
Process BACS payments and credit notes.
Conduct forecasting and accrual reporting.
Assist with budgets, AFEs, and project finance.
Vendor management
Assist with the supplier set-up/onboarding process.
Manage, track and update, contract documents.
Support the supply chain process and management.
Administer and manage small lease contracts.
Handle SPC and SCVO’s.
Facilities Management
Build and maintain good relations with MACRO and client employees.
Assist with FM enquiries, manage FM24 helpdesk jobs and escalations.
Oversee minor contracts, including organising quarterly meetings.
Archive FM documents.
Manage and update Local Operating Procedures, BCP, and emergency response plan.
Manage the Facilities Client intranet, ensure FM information is current, and coordinate updates with client internal communications.
Monitor incoming utilities invoices upload data to external platform (Greenstone).
Support recruitment by uploading vacancies to MACRO system.
Waste management
Troubleshoot waste reports.
Book additional waste collections.
Obtain quotes for the removal of ad hoc waste.
Collect and insert waste data into the MACRO system.
Health, Safety, Environment and Wellbeing
Carry out regular workplace inspections and audits.
Support the biannual ISO4001 audit, including updating EMS documentation and preparing regional management review.
Manage the Henley DSE database system and process equipment requests.
Update the new starter induction pack.
Participate in and organise green team communications and events.
Flexibility:
Be flexible to take on additional ad hoc tasks to support the wider team, including emergency cover and champion roles.
About You
The ideal candidate should have:
Essential
Strong communication skills.
Multi-skill abilities and adaptability.
Ability to work effectively in a team as well as independently.
Good time-keeping, organisational, and multi-tasking skills.
Strong customer/client focus.
Positive “can do” attitude.
Dependable and reliable.
Desired
Experience in finance, facilities management (FM), or customer service.
Experience in a similar role.
Educational Requirements:
Educated to GCSE level or higher.
Computer literate with intermediate proficiency in Microsoft Office, particularly Excel.
Diversity Statement
Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware