Facilities Coordinator

Company Description

Publicis Re:Sources is the backbone of Publicis Groupe, the world’s third-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 86,000+ global Publicis Groupe employees, we build products and support capabilities that advances 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.

The company is a premier shared services company serving the financial, technological and administrative needs of U.S.-based business units of the world’s third largest Communications company.  With 2021 net revenues of over 10 billion Euros, the parent company specializes in Advertising, Digital, Media buying and consultancy.  The parent company is present in over 100+ countries on 5 continents, with 80,000 employees.

 

Job Description

This position will work as a member of the Facilities Management team.  The Facilities Coordinator will ensure meeting spaces are properly booked and confirmed, as well as act as the point of contact for meeting and event space inquiries. In addition, this individual will coordinate catering requests and schedule post-meeting clean up.

Core Duties and responsibilities

• Manage numerous conference room and event space bookings
• Obtain approval for bookings, via booking process
• Confirm bookings; send appropriate invites
• Recommend rooms / spaces based on client needs
• Monitor conference room booking mailbox and reply to all emails in a timely manner
• Troubleshoot booking conflicts
• Provide support contact information (IT, AV, Catering, etc)
• Ensure conference room calendars are up to date and clearly labeled with meeting details
• Monitor catering mailbox and reply to all emails in a timely manner
• Triage catering requests
• Maintain catering calendar
• Schedule cleanup of meeting space
• Provide lunch time and PTO backup coverage for members of Reception team
• Perform other duties as assigned

 

Qualifications

SKILLS / KNOWLEDGE / EXPERIENCE

• 1-3 years of experience in the field or in a related area
• Excellent customer service, and communication skills
• Ability to work with a wide variety of internal and external groups
• 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 collaborate effectively at all levels and functions
• Ability to maintain confidentiality
• Proficient in Microsoft Office Suite

 

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 are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

This document does not create an employment contract, implied or otherwise, other than an "at-will" relations.