Facilities Coordinator (FTC)

Macro Group; Netherlands; Remote; EUR 28,000 - 39,000; Full time

Job summary

Macro is seeking a proactive Service Coordinator to join our facilities management team supporting 90+ retail stores across 13 countries in the EMEA region. You will coordinate maintenance, cleaning, and vendor activities, ensure timely tasks, and maintain accurate data across systems.

This three-month fixed-term contract covers maternity leave and offers exposure to a global retail client. Ideal candidates will have strong administrative skills, real-time environment experience, and a

Qualifications

• Experience in a similar role.
• Strong administrative skills and ability to manage multiple activities.
• Willingness to thrive in a fast-moving real-time environment.
• Ability to prioritise work to meet deadlines.
• Customer-focused approach and good English communication.

Responsibilities

• Take ownership of all planned and reactive works undertaken in allocated stores.
• Manage tasks through to completion and proactively chase to close out overdue tasks.
• Track progress against KPIs and measure response times.
• Monitor rectification times and implement escalation procedures where necessary.
• Report back to clients and contract staff on job progress and open tasks.
• Upload and amend asset information in the helpdesk database.
• Coordinate suppliers to meet strict deadlines and support store openings.
• Check incoming invoices against POs and ensure data integrity.

Skills

Administrative skills

Multitasking

MS Word

MS Excel

Communication

Customer focus

Time management

Problem solving

Team player

Data accuracy

Education

Basic Maths and English qualification

Tools

FM help desk software (Service Channel)

Job description

Full details of the job.

Vacancy Name

Vacancy No

Vacancy No VN741

Employment Type

Employment Type Fixed-Term Contract

Location

Location Netherlands Hilversum

Working Location Category

Working Location Category Placed

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

You will join a critical team responsible for delivering high‑quality facilities management services to a major international retail client. This role involves the effective coordination of maintenance and cleaning supply chain partners across 13 countries within the EMEA region. Your work will ensure that more than 90 retail stores remain fully operational, safe, and functional throughout business hours, supporting seamless day‑to‑day retail operations.
Please note that this is a 3-month Fixed-Term Contract (FTC) to cover a maternity leave.
Key Responsibilities

• Take ownership of all planned and reactive works undertaken in allocated stores.
• Manage tasks through to completion and proactively chase to close out overdue tasks.
• Track progress against pre‑determined KPIs, including measuring response times.
• Monitor rectification times and implement escalation procedures where necessary.
• Report back to clients and contract staff on job progress and open tasks.
• Take responsibility for uploading maintenance records and compliance certificates.
• Upload and amend asset information held in the helpdesk database.
• Manage escalations in a proactive manner that minimises impact on the client.
• Annually cleanse and refresh the electronic register to incorporate updates.
• Support new store openings.
• Collate quotes from suppliers and monitor spend against pre‑agreed values.
• Coordinate suppliers to meet strict deadlines, ensuring satisfactory store openings.
• Ensure helpdesk software reflects accurate data for all new stores.
• Proactively monitor services and contracts with the aim of identifying solutions.
• Suggest improvements to processes and procedures where possible.
• Challenge vendor costs when they deviate from the norm.
• Liaise with Regional and Technical Managers to maintain consistent information flows.
• Check incoming invoices against POs.
• Develop a thorough working understanding of the service delivery requirements of the contract for the stores under your coordination.
• Build relationships and trust with internal and external stakeholders across multiple regions.
• Develop skills and knowledge 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 of current developments.

About You

The ideal candidate should have:
Essential:

• Demonstrated previous experience in a similar role.
• Proven strong administrative skills.
• Experience in administering multiple activities throughout the day.
• Willingness to thrive in a fast-moving real-time environment.
• Dedication to completing tasks.
• Ability to prioritise work to meet deadlines.
• A desire to take ownership of problems and find solutions.
• Ability to communicate effectively .
• A customer‑focused approach.
• Desire to understand how the service delivery model works.
• Intermediate IT skills with a good working knowledge of Microsoft Word and Excel .
• A strong team player.
• Good organisational skills.
• Basic Maths and English qualification
• Background in facilities management or supply chain management preferable.
• Good English communication skills.

Desired:

• Experience using FM help desk software such as Service Channel
• Some experience working in Facilities Management within a retail environment
• Advanced Excel or database experience (advantageous)
• Ability to think “outside the box” and bring creative solutions to the table
• Desire to progress and succeed.
• Knowledge with other European Languages (French, German, Italian, Spanish).

Diversity Statement

We want to create a workplace where everyone feels safe to bring theirwhole 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.