Facilities Coordinator II

Job Description

Job summary

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 an work environment that meets occupants’ expectations, operational requirements and Groupe standards.

Core Duties and responsibilities

Facility Management Support

• 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; provide information, resolve problems and as necessary escalate to Facility Manager
• Coordinate with HR to assist with the onboarding of new hires.
• Receive work orders from employees and place service calls to vendors to resolve issues and verify 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 are used to support facilities functions (seat reservations, occupancy database, ticketing system, visitor management systems, etc.)
• Perform other duties as assigned

Infrastructure Support

• 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.

Safety

• 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.

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.
• Monitors contractor performance, addresses quality/workmanship issues and reports any concerns.

Inventory Tracking

• Tracks, maintains, and orders consumable items including 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 assets.
• Maintains furniture in good state of repair per office standards.
• Performs all other duties as required.

Qualifications

• 2+ years of related experience.
• Excellent organizational, customer service, and communication skills
• Ability to work with a wide variety of internal and external groups
• Basic office skills, creating reports, filling out forms, tracking invoices/work orders etc.
• Experience working in a rapid and complex changing environment.
• Passionate about providing outstanding customer service.
• Enthusiastic and creative team player with a strong drive to create a positive work environment.
• Demonstrate ability to multi-task and manage multiple, diverse tasks simultaneously.
• High degree of energy, motivation and dedication to quality and excellence.
• Demonstrate ability to communicate effectively, both written and verbally, with clients, staff, and other internal and external office visitors.
• Demonstrate ability to collaborate effectively at all levels and functions.
• Ability to maintain confidentiality.
• Proficient in Microsoft Office Suite.