Facilities Coordinator

Company Description 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  Description

Are you a highly personable and organized individual with a passion for creating exceptional experiences? We are seeking a dynamic Facility Coordinator to be the welcoming face and operational backbone of our vibrant, client-facing office. This unique role blends high-level guest relations and proactive office management with essential facilities coordination, offering a rewarding opportunity to directly impact the daily success and positive atmosphere of our space.

You will be the central point of contact for guests and employees, ensuring a smooth, professional, and hospitable environment while also supporting fundamental facility operations. This position reports directly to the Associate Director of Facilities Operations for the South Region.

Creating an Exceptional Guest & Employee Experience:

• Reception Excellence:
  Serve as the first and last point of contact, warmly greeting and directing all visitors, managing the sign-in/out process, and promptly notifying employees of arrivals. Operate the door opener for seamless guest entry and maintain a consistently presentable reception area.
• Communication Hub:
  Act as the primary resource for general inquiries from both guests and employees, providing accurate information about the office and its services. Support internal communications and foster a positive and helpful environment.
• Meeting & Event Support:
  Efficiently schedule meetings, book conference rooms, and coordinate catering orders. Ensure meeting spaces and workstations are well-prepared, functional, and equipped with necessary supplies.
• Office Management & Organization:
  Oversee the daily opening and closing of the office, ensuring tidiness, and communicating any cleaning needs. Manage and order office, coffee, and janitorial supplies, including processing purchase orders. Handle daily mail and maintain the cleanliness of common areas, including coffee machines and the refrigerator (with regular communication).
• Proactive Support:
  Anticipate the needs of guests and employees, proactively addressing requests and ensuring a smooth workflow. Create basic professional signage as needed using Microsoft Office tools.
• Issue Resolution:
  Serve as the initial point of contact for employee inquiries, providing information, resolving problems directly where possible, and escalating complex issues to the Facility Manager as needed. Respond promptly to inquiries via Service Now tickets and Microsoft Teams messages.

Essential Facilities Coordination:

• Vendor Liaison:
  Act as the onsite point of contact for third-party vendors, managing their access, verifying their work scope, and tracking their time onsite. Coordinate vendor schedules and service calls and validate work order completion for invoice approvals.
• Routine Inspections & Maintenance Support:
  Conduct regular office walk-throughs to identify potential facility issues, ensure meeting room tidiness, and monitor supply levels. Report malfunctions and assist in scheduling repairs with guidance from the Facility Manager.
• Basic Technical Assistance:
  Follow instructions from remote IT/AV teams to perform basic troubleshooting on office hardware (TVs, computers, etc.).
• Space Optimization & Moves:
  Work with the business unit to understand basic seating and layout needs and assist with minor employee/team reconfigurations or moves under guidance.
• Inventory Management:
  Track and maintain consumable supplies, process orders, document deliveries, and assist the Facility Manager with asset inventories.
• Safety & Compliance:
  Participate in weekly/monthly safety inspections, assist with emergency procedures (including 911 calls), and report all safety issues. Support the maintenance of compliance codes and contribute to monthly reports.
• Shipping & Receiving Support:
  Provide packaging materials and facilitate scheduled courier pickups.
• Ticketing System Management:
  Receive work orders from employees and create/manage Service Now tickets to resolve issues and track progress.
• Financial Coordination:
  Meet weekly with the accounting team to discuss purchase orders, pending invoices, and open financial items related to facility operations, ensuring budget…