Facilities Administrator - Schools

Macro Group; Reigate; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading facilities management company is looking for a Facilities Administrator to support schools with their inquiries and resolve issues. You'll be tasked with ensuring exceptional customer experiences through effective communication and data management. The role requires strong time management, customer service skills, and proficiency in MS Excel. A proactive mindset and the ability to manage multiple priorities will be essential. Join a supportive team focused on excellence and innovation in facilities management.

Qualifications

• Excellent time management skills.
• Strong customer service skills.
• Timely and accurate handling of queries and administrative tasks.

Responsibilities

• Provide everyday excellence in customer service.
• Handle day-to-day queries from stakeholders.
• Collect, organise, and maintain data.

Skills

Time management

Customer service

Data handling and reporting

Tools

MS Excel

Job description

Full details of the job.

Vacancy Name

Facilities Administrator - Schools

Vacancy No

VN514

Employment Type

Permanent

Location

United Kingdom Reigate RH28EF

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

Main Purpose
To provide everyday excellence in supporting and assisting Schools, addressing their enquiries, resolving issues, and ensuring a positive customer experience. This involves handling various customer interactions, including phone calls and emails, logging and updating tasks. Interactions and tasks to be completed within the account standard level agreement. The Facilities Administrator should strive to provide outstanding experiences to any customer who they deal with knowing that they will leave an everlasting impact because of the positive interaction delivered.

• Do the right thing – Doing the right thing is a strong value for all Macro employees and you will be a person who strives to ’do the right thing’.
• Handle day‑to‑day queries from stakeholders, escalating complex issues as required. Manage routine administrative tasks and general business‑as‑usual activities promptly as by adapting this approach you will ’delight clients’.
• In the rare situations that there is an emergency, you will be calm and reassure the caller that you are taking ownership and you will ensure that the task is created, assigned and an update given on the ETA.
• Data Management: Collect, organise, and maintain data in line with established quality standards. Support data assurance processes under the guidance of senior management.
• Financial & Reporting: Prepare and distribute reports and budgets. Assist in budget creation and year‑end reconciliation in collaboration with the financial team.
• Project & System Support: Assist in implementing new systems and processes to improve efficiency.
• Presentation & Communication: Provide support in preparing materials for annual briefings and other presentations.
• Compliance: Ensure accurate documentation and adherence to internal policies and procedures.
• Feedback – Macro is committed to developing people. Part of that development is feedback, you can give and receive feedback. We are engaged colleagues. Constructive feedback will be given and you will be expected to act on that feedback and implement the required changes, if any, immediately.
• Training – In order to ensure that our colleagues are up to date and engaged, and to ensure we fulfil our obligations as a responsible business, you will be asked to participate in training courses – these are part of your role and will need to be completed in a timely manner.
• Performance reviews – are part of our commitment to developing people and all team members are expected to engage in this process.
• Communication – Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information; ability to effectively interacts with customers, clients, supply chain partners and other colleagues.

About You

The successful candidate will have:

• Excellent time management
• Strong Customer service skills
• Timely and accurate handling of queries and administrative tasks.
• High‑quality data collection and reporting.
• Effective support in budget preparation and reconciliation.
• Effective decision making skills
• Ability to manage multiple priorities and work collaboratively.
• Proficiency in data handling and reporting tools office skills, MS Excel in particular

Behaviour

• Committed to delivery of a customer focused service that meets varying stakeholder requirements
• Conscientious approach to customer delivery
• A trusted communicator
• Ability to work on own initiative and still remain a team player
• Proactive decision maker
• A strong people focus/approachable
• Flexible and organised approach
• Able to remain objective under pressure

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 [e-mail] to speak to a member of our team.