Facilities Coordinator

Publicis Re:

Sources is the backbone of Publicis Groupe, the world’s largest communications group. Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis Re:

Sources has grown to 4,000+ people servicing a global network of prestigious advertising, public relations, media, healthcare and digital marketing agencies. We provide technology solutions and business services including finance, accounting, legal, benefits, procurement, tax, real estate, treasury and risk management to help Publicis Groupe agencies do what they do best: create and innovate for their clients. In addition to providing essential, everyday services to the 100,000+ global Publicis Groupe employees, we build products and support capabilities that advance Publicis Groupe’s long‑term growth strategy—taking even the smallest ideas into big concepts and beyond.

In addition to providing essential, everyday services to our agencies, Publicis Re:

Sources develops and implements platforms, applications and tools to enhance productivity, encourage collaboration and enable professional and personal development. We continually transform to keep pace with our ever‑changing communications industry and thrive on a spirit of innovation felt around the globe. With our support, Publicis Groupe agencies continue to create and deliver award‑winning campaigns for their clients.

Our Guiding Principles:
– People first, driving success together.
– Problem solving mindset.
– Respect each other.
– Partner & collaborate as one team.
– Commit to quality & standards.
– Innovate & embrace the future.

Responsible for supporting Publicis Groupe Agencies, assisting in the daily management of assigned facility. The Facilities Coordinator will monitor vendors for performance adherence, ensure safety and security policies are followed, and perform weekly facility inspection tours. Supervise projects, office moves and other company events as required. Facility Coordinator will work independently at times with various business units to maintain a work environment that meets occupants’ expectations, operational requirements and Groupe standards.

• Supports facility in maintaining the appearance of the office, general areas, meeting rooms, collaboration areas, anchor points, locker facilities, etc.
• Assists in sending/receiving mail and packages.
• Responds to employee inquiries; provides information, resolves problems and, as necessary, escalates to Facility Manager.
• Coordinates with HR to assist with the onboarding of new hires.
• Receives work orders from employees and places service calls to vendors to resolve issues and verifies issues/repairs are resolved satisfactorily.
• Interacts with contracted vendors, facility management and occupants.
• Works independently, participates in projects, company events and facility‑related program launches.
• Utilizes Groupe applications that support facilities functions (seat reservations, occupancy database, ticketing system, visitor management systems, etc.).

• Conducts weekly/monthly facility inspections to identify potential issues and ensures all mechanical systems are functioning properly.
• Reports malfunctions and assists in scheduling repairs as required.
• Supports annual audits and inspections and preventative maintenance programs.
• Maintains all compliance codes, provides input for monthly reports.
• Maintains facility recycling programs, shredding operations, copy and conference rooms.
• Works with business unit in assessing seating and layout needs.
• Coordinates and schedules employee/team reconfigurations or moves.
• Interfaces with agency staff, other Re:
  
  Sources departments and third‑party vendors.
• Assists and supports build‑out projects.

• Responds to after‑hours emergencies as required.
• Performs weekly/monthly safety inspections.
• Assists in 911 emergency calls.
• Reports all safety issues to management and takes corrective actions.

• Interfaces with contracted vendors to ensure service levels are maintained and policy adherences. Facility Coordinator will coordinate schedules, service calls and validate work order completions for invoice payment approvals.
• Monitors…