Facilities Coordinator II

Publicis Re:Sources is the backbone of Publicis Groupe, the world’s most valuable agency group. We are the only full-service, end-to-end shared service organization in the industry, enabling Groupe agencies to do what they do best: innovate and transform for their clients.

Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis Re:Sources has grown to 5,000 employees in over 66 countries. We provide technology solutions and business services including finance, accounting, legal, benefits, procurement, tax, real estate, treasury and risk management.

We continually transform to keep pace with our ever-changing communications industry and thrive on a spirit of innovation felt around the globe. Learn more about Publicis Re:Sources and the Publicis Groupe agencies we support at http://www.publicisresources.com/.

The Publicis Re:Sources Guiding Principles define who we are and what we stand for. They reflect the mindset and behaviors that shape how we work, how we support one another, and how we drive progress together.

• People First, Driving Success Together
• Problem Solving Mindset
• Respect Each Other
• Partner and Collaborate as One
• Team Commit to Quality and Standards
• Innovate and Embrace the Future

Job Description

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

Responsibilities:

Facility Management Support

• Supports facility in maintaining daily operational functions
• Maintains daily routine functions to include work orders, contractor monitoring, inspections, resolving facility related issues, lending support as required to other business groups.
• Interacts with both contracted vendors and facility management and occupants
• Works independently and supervises projects, company events and facility related program launches
• Maintains GSO Policy requirements including tracking and reporting of required data to oversite team.

Infrastructure Support

• Conducts weekly /monthly facility tours and inspections to identify potential issues and ensures all mechanical systems are functioning properly. Reports malfunctions and assists in scheduling repairs as required.
• Maintains all compliances codes, provides input for monthly reports.
• Maintains facility recycling programs, shredding operations, copier paper distribution.
• Performs light maintenance duties, light bulb replacement, minor plumbing repairs, painting, carpet repairs and maintain key management system.
• Works with business unit in assessing seating and layout needs.
• Coordinates and schedules Project/Office reconfiguration moves. Interfaces with IT, Telecom, Contractors, building inspectors, Various Trades, Business Unit Management, and possibly other related project services such as Custodial, Packing Crates Provider, etc.
• Assists and supports build out projects.

Safety

• Performs weekly/monthly safety inspections. Assists vendor with Fire Test
• Assists in 911 emergency calls
• Reports all safety issues and or makes arrangements for corrective actions

Environmental

• Assists in maintaining environmental policies
• Maintains recycling programs
• Supports annual audits and inspections

Vendor Management

• 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 by the Facility Manager.
• Monitors contractors performance, addresses quality/workmanship issues and reports any concerns.

Inventory Tracking

• Tracks, maintains and orders consumable items to include, coffee supplies, office supplies, janitorial supplies, replacement bulbs and other facility related items. Documents delivery of items, monitors backorders, validates invoice for payment approvals by management.
• Assists Facility manager in monitoring tracking and conducting physical assets inventories and disposition of asset
• Maintains furniture in good state of repair per office standards

Performs all other duties as required

Qualifications

• High School Diploma or equivalent is required
• Valid Drivers’ License required
• Minimum 2 -3 years building services related experience
• Technical Understanding of Mechanical Systems
• Trade School desirable
• Excellent organizational, customer service, and communication Skills
• Ability to work with a wide variety of internal and external groups
• Good computer skills including Microsoft Office
• Basic office skills, creating reports, filling out forms, tracking invoices/work orders etc.