Facilities Coordinator

Location Poland Warsaw 02017 Working Location Category HybridAbout UsMacro 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 be part of a critical team that delivers facilities management services to a major international retail client. You will coordinate maintenance and cleaning supply chain partners across 8 countries in the EMEA region, ensuring that 125+ retail stores remain fully operational during business hours. Main Job Responsibilities Take ownership of all planned and reactive works undertaken in allocated stores. Manage tasks through to completion and proactively follow up on overdue tasks. Track progress against pre-determined KPI’s, including response times. Monitor rectification times and implement escalation procedures when necessary. Report job progress and open tasks to clients and contract staff. Upload maintenance records and compliance certificates. Maintain and update asset information in the helpdesk database. Manage escalations proactively to minimise client impact. Annually cleanse and refresh the electronic register to reflect updates. Support new store openings. Collate supplier quotes and monitor spend against pre-agreed values. Coordinate suppliers to meet strict deadlines and ensure successful store openings. Ensure helpdesk software contains accurate data for all new stores. Proactively monitor services and contracts to identify potential improvements. Suggest process and procedural enhancement where applicable. Challenge vendor costs when they deviate from the norm. Liaise with Regional and Technical Managers to maintain effective information flow. General responsibilities: Develop a thorough working understanding of service delivery requirements for your allocated stores. Build trust and strong relationships 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 keep abreast of current developments. About You The ideal candidate will have: Essential Demonstrated experience in a similar role. Proven strong administrative skills. Professional proficiency in English, French, Spanish, or Italian. Experience managing multiple tasks and activities throughout the day. Willingness to thrive in a fast-paced real-time environment. Dedication to completing tasks thoroughly and on time. Ability to prioritise work to meet deadlines. Desire to take ownership of a problem and find the solution. Strong communication skills. Customer-focused approach. Desire to understand the service delivery model. Intermediate IT skills, with a good working knowledge of Microsoft Word and Excel. A team player. Good organisational skills. Basic Math and English qualifications. Desired: Experience using FM help desk software such as Service Channel. Some experience working in Facilities Management, particularly in a retail environment. Advanced Excel or database experience. Ability to think "out of the box" and to bring creative solutions to the table. Desire to progress and succeed professionally. Proficiency in other European languages (Czech, Hungarian, Romanian or Greek). 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.