Front of House Coordinator - Part Time

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 solutions to make buildings healthier, smarter and sustainable by using advanced technological solutions.

Location: Germany Berlin

Working Location Category: Onsite

About The Role

In this role, you will enhance the employee experience by delivering exemplary facilities management services, providing reception coverage, maintaining a visible presence, conducting service audits, and managing vendor relationships with a focus on Soft Services. The role also includes assisting service partners, supporting the Site Manager in planning and delivering events, and contributing to operational success by ensuring workflows are delivered effectively and safely.

Responsibilities

• Act as a visible presence around the building, engaging with employees to enhance the workplace experience and address queries.
• Conduct regular service audits and assist with compliance reviews, documenting and resolving issues identified.
• Collaborate with the team to manage supplier contracts, ensuring high‑quality, value‑for‑money services.
• Raise purchase orders, process invoices, and support budget management.
• Manage in‑house office meeting events and assist with the management of large‑scale events.
• Prepare and review business continuity plans for areas of responsibility, actively participating in disaster recovery planning.
• Ensure meeting rooms are tidy and presentable, with all necessary stationery and materials available.
• Streamline check‑in procedures to enhance the visitor experience.
• Take ownership of calendars and meeting room bookings to ensure efficient use of resources.
• Arrange and coordinate wellbeing events to support employee engagement.
• Maintain the reception area to ensure it is always clean, organised, and professional.
• Coordinate deliveries, mail distribution, and other front‑desk logistics.
• Assist the Site Manager with planning, organising, and delivering events.
• Liaise with service providers—including hospitality, maintenance, and cleaning—to ensure seamless service delivery.
• Provide professional customer service, acting as the face of facilities management for employees and clients.
• Resolve client and customer concerns effectively and communicate outcomes appropriately.
• Use downtime productively to conduct audits, assist other facilities teams, and suggest improvements.
• Maintain a proactive and flexible approach to tasks and responsibilities.
• Deputise for and support the Workplace and Events Coordinator and the Site Manager as required.

Part‑Time

This is a part‑time role with 30 working hours per week.

About You

The ideal candidate will have:

• High school diploma or equivalent; additional training in customer service or office management is a plus.
• Experience in reception, administrative, or customer service roles.
• Strong communication and organisational skills.
• Professional appearance and demeanour with a focus on delivering exceptional customer service.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to multitask, prioritise responsibilities, and maintain a proactive approach.
• Fluency in German and English.

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.