Facilities Coordinator

Macro; Hilversum; On-site; EUR 36,000 - 54,000; Full time

Job summary

Macro is seeking a Service Coordinator to manage maintenance and cleaning supply chain partners for 236 retail stores across 20 countries in the EMEA region. You will handle scheduling, compliance, and data integrity within helpdesk systems, ensuring timely updates to clients and contract staff.

The ideal candidate will have multi-tasking ability, strong organisational skills, and a customer-centric approach, with familiarity with Service Channel and advanced Excel capabilities.

Qualifications

• Demonstrated experience in a similar facilities co-ordination role.
• Ability to manage multiple administrative tasks and diverse activities daily.
• Proficiency in Microsoft Word and Excel and familiarity with helpdesk tools.

Responsibilities

• Take ownership of scheduling statutory inspections across sites and 5 service lines.
• Manage tasks to completion and follow up on overdue items.
• Monitor KPIs including response and rectification times.
• Coordinate suppliers to meet strict deadlines and support store openings.
• Provide regular progress updates to clients and contract staff.

Skills

Similar role experience

Advanced Excel

MS Word & Excel

Organisational skills

Service Channel familiarity

Multi-task management

Prioritising deadlines

Customer-centric approach

Team collaboration

Creative problem solving

Tools

Service Channel

Job description

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

Join a pivotal team dedicated to delivering top-notch facilities management services for a major international retail client. This role involves the effective coordination of maintenance and cleaning supply chain partners across 20 countries in the EMEA region. You will ensure that over 236 retail stores remain fully operational and functional during business hours.

Main Job Responsibilities

• Take full ownership of scheduling statutory inspections across all sites, with focus on 5 service lines.
• Manage tasks through to completion and proactively follow up on overdue tasks.
• Monitor progress against pre-determined KPIs, including response times and rectification times.
• Implement escalation procedures as necessary.
• Provide regular updates to clients and contract staff on job progress and open tasks.
• Ensure maintenance records and compliance certificates are uploaded and maintained.
• Update asset information in the helpdesk database.
• Proactively manage escalations to minimise impact on the client.
• Annually cleanse and refresh the electronic register to incorporate updates.
• Coordinate suppliers to meet strict deadlines, ensuring satisfactory store openings.
• Ensure helpdesk software reflects accurate data for all new stores.
• Collate quotes from suppliers and monitor spend against pre-agreed values.
• Challenge vendor costs when they deviate from the norm.
• Proactively monitor services and contracts to identify solutions and suggest improvements to processes and procedures.
• Liaise with Regional and Technical Managers to maintain information flows.

General Responsibilities:

• Issue Purchase Orders and manage the receipt of contractor invoices
• Develop a thorough understanding of the service delivery requirements of the contract for the allocated stores.
• Build and maintain trust with internal and external stakeholders across multiple regions.
• Develop skills to utilise both Head Office and Client systems to maintain, update, extract, and ensure data integrity.
• Work closely with fellow Service Coordinator team members.
• Adopt and embody the Macro values.
• Regularly attend Macro communication cascades to stay informed about current developments.

About You

The ideal candidate will have:

• Demonstrated experience in a similar role.
• Proven ability to manage multiple administrative tasks efficiently.
• Experience handling a variety of activities throughout the day.
• Willingness to thrive in a fast-paced, real-time environment.
• Strong commitment to completing tasks thoroughly.
• Ability to prioritise work to meet deadlines.
• Desire to take ownership of problems and identify effective solutions.
• A customer-centric approach.
• Desire to understand the service delivery model.
• Intermediate IT skills, including a good working knowledge of Microsoft Word and Excel.
• The ability to work effectively as part of a team.
• Good organisational abilities.
• Familiarity with facilities management help desk software such as Service Channel.
• Some experience in facilities management within the retail environment.
• Advanced Excel or database experience is an advantage.
• Ability to think “out of the box” and bring creative solutions to the table.
• Desire to progress and succeed.

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.