Facilities Coordinator (Part-Time)

Macro; Eindhoven; On-site; EUR 20,000 - 27,000; Part time

Job summary

Macro is seeking a part-time Office Administrator to support the facilities team in a corporate office. You will handle reception cover, scheduling, ordering, and reporting tasks while ensuring a professional image in all client and supplier interactions.

The role requires fluency in Dutch and English, strong organisational skills, and basic IT proficiency (Outlook/Teams). 25 hours per week across three days, based in Eindhoven.

Qualifications

• Fluent in Dutch and English; excellent communication is essential.
• Strong organisational and multitasking abilities for a busy office.
• Professional appearance with a customer-service mindset.

Responsibilities

• Maintain professional image and client reputation in interactions.
• Serve as daily management interface to ensure SLAs are met.
• Support Facilities Manager with administration and budgeting tasks.
• Manage meeting rooms, calendars, and general office setup.
• Input, collate, and verify management information for reports.
• Provide cover to reception and helpdesk as required.

Skills

Dutch & English fluency

Strong communication

Organisational skills

Customer service mindset

MS Outlook/Teams proficiency

Discretion with confidential info

Tools

Microsoft Outlook

Teams

Job description

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.

Location

Netherlands 5656

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

In this role, you will maintain the professional image and reputation of the client in all interactions with clients, suppliers, and internal staff within a corporate office environment, delivering excellent customer service that exceeds client expectations. You will act as the daily management interface for stakeholders and customers to ensure Service Level Agreements (SLAs) are met. You will also support the Facilities Manager (FM) with administrative duties and team‑related matters.

Please note that this is a Part‑Time role, requiring 25 working hours per week, spread across a three‑day working week.

• Ensure that any client or customer concerns or complaints are dealt with effectively and communicated accordingly.
• Complete inputs for the monthly report, audits, compliance requests, and execute minor projects and works.
• Work with the FM to manage supplier contracts, ensuring quality service, value for money, and continuous improvement.
• Support the FM in managing and controlling budgets, achieving financial targets, following financial processes, and producing timely and accurate reports when required.
• Raise purchase orders and receipts invoices using Macro’s finance system, PROACTIS.
• Oversee the delivery of small projects, including office moves and churn activities.
• To always maintain Client business continuity
• Maintain client business continuity and support Business Continuity Plans (BCP) and Disaster Recovery Plans (DRP).
• Undertake Macro contractual, compliance, and technical audits to supplier services.
• Provide cover to main reception and helpdesk as required.
• Support the Facilities Manager with general administrative and ad hoc activities.
• Carry out weekly site audits and monthly Health & Safety inspections, documenting and following up on all identified issues.
• Input, collate, and verify management information for reports in line with contractual requirements. Meeting Room & Office Support
• Manage the meeting room calendar and booking system.
• Maintain meeting rooms, including general upkeep and room setup.
• Monitor and order stationery, kitchen supplies, and fruit.
• Order company merchandise as required.

Events Support

• Assist with the setup for workshops, training sessions, and internal/external events.
• Support the organisation and coordination of company events.
• Order catering and lunches when required.

EHSS (Environment, Health, Safety & Security) Support

• Act as first point of contact for EHSS queries from employees.
• Serve as an Office First Aider and Fire Marshal.
• Support the coordination and administration of EHSS trainings.
• Report and log incidents, near misses, and safety concerns through Macro systems
• Serve as a general point of contact for office queries, issues, and requests.
• Handle customs‑related queries and documentation.
• Support various administrative ad hoc tasks as required.

About You

The ideal candidate will have:

Essential

• Fluent in both Dutch and English. (Required)
• Strong communication and interpersonal skills.
• Excellent organisational and multitasking abilities.
• Professional appearance and a customer‑service mindset.
• Proficiency in Microsoft Outlook, Teams, and general office software.
• Ability to handle confidential information with discretion.

Preferred

• Experience with access control systems or visitor management platforms.
• Basic event coordination experience.
• First Aid and Fire Marshal certification (or a willingness to obtain these certifications).

Desired Key Attributes

• Friendly, approachable, and proactive.
• Reliable and punctual.
• Able to remain calm under pressure.
• Strong problem‑solving attitude.
• Team‑oriented, while also able to work independently.

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.