Facilities Coordinator

Publicisgroupe; Tennessee; On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking a Facilities Coordinator to support its vibrant work environment. In this role, you'll ensure the office's appearance and functionality meet high standards while managing vendor relationships and assisting with onboarding new hires. With a focus on safety and compliance, you will conduct regular inspections and coordinate with various teams to create a positive atmosphere. If you're passionate about customer service and thrive in a dynamic environment, this opportunity is perfect for you. Join a team that values innovation and collaboration, and make a real impact in the workplace.

Qualifications

• 2+ years of related experience in facility management.
• Excellent organizational and communication skills required.

Responsibilities

• Support facility management and vendor performance adherence.
• Conduct facility inspections and ensure safety compliance.

Skills

Organizational Skills

Customer Service

Communication Skills

Multi-tasking

Problem Solving

Education

High School Diploma

Associate's Degree

Tools

Microsoft Office Suite

Ticketing System

Job description

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 http://www.publicisresources.com/.

Overview

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.

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.
• Proficient in Microsoft Office Suite.
• Ability to maintain confidentiality.

Additional information

All your information will be kept confidential according to EEO guidelines.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) currently in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and