Facilities Coordinator

Facilities & Studio Coordinator Ref: VN765 Stockholm Sweden 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 customer-focused, highly organised, and detail-oriented Facilities & Studio Coordinator to join our team. As a Facilities Coordinator, you will play a key role in ensuring the smooth day-to-day operation of the workplace, delivering a professional, efficient and customer-focused facilities service. You will act as a key point of contact for employees, clients and suppliers, coordinating facilities activities, resolving operational issues and ensuring service delivery meets agreed standards and business needs. The successful candidate will have excellent communication and organisational skills, a proactive and hands-on approach, and the ability to manage multiple priorities in a fast-paced environment. You will contribute to creating a safe, welcoming and well-maintained workplace, delivering a positive experience for everyone who uses the facilities. Key Responsibilities

• Support the day-to-day facilities operations of the workplace, ensuring a safe, well-maintained, functional and welcoming working environment.
• Coordinate planned and reactive maintenance activities, working with internal teams and external contractors to ensure issues are resolved efficiently.
• Manage relationships with local suppliers and service providers, including cleaning, maintenance, catering and other workplace services, ensuring agreed service standards are maintained.
• Act as a key point of contact for employees on facilities and workplace matters, responding to queries and resolving issues in a timely and professional manner.
• Coordinate facilities requests and work orders, ensuring activities are logged, tracked, prioritised and completed within agreed timescales.
• Support the implementation and maintenance of site procedures, operational processes and workplace standards to ensure consistent service delivery.
• Assist with workplace moves, changes and improvement projects, coordinating facilities requirements and minimising disruption to business operations.
• Support compliance with local health, safety and statutory requirements, coordinating inspections, maintaining relevant documentation and following up on corrective actions.
• Conduct regular workplace inspections to identify maintenance requirements, potential risks and opportunities to improve the working environment.
• Monitor supplier performance and facilities activities, escalating service issues and supporting continuous improvement initiatives.
• Maintain accurate facilities records, service documentation and operational reports, providing updates to relevant stakeholders as required.
• Build effective working relationships with employees, local leadership, internal teams and external suppliers to ensure facilities services meet business needs.
• Support the delivery of a positive workplace experience, identifying opportunities to enhance the working environment and improve operational efficiency.
• Assist with the coordination of office supplies, equipment and other workplace resources, ensuring appropriate stock levels and availability.

About You The ideal candidate will have:

• Experience in a similar role and environment.
• Excellent communication and interpersonal skills.
• Fluent written and spoken English.
• Previous experience in a customer-facing role within the hospitality or service industry (an advantage).
• Exceptional interpersonal and communication skills.
• Strong problem-solving abilities and a proactive approach to customer service.
• Ability to handle challenging situations with composure and professionalism.
• A proactive and service-minded attitude.
• Strong communication skills, both with suppliers and client stakeholders.
• Ability to work under pressure.
• Customer focused approach.
• Excellent relationship-building skills.
• Flexible approach and team ethos.
• Solution orientated approach.

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.