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Facilities Operations Supervisor

2 months ago

Lansing, Michigan, United States Publicis Groupe Full time
Company Overview

Publicis Re:
Sources serves as the essential support structure for Publicis Groupe, recognized as the third-largest communications conglomerate globally.

Established in 1998, initially as a small team catering to a handful of Publicis Groupe entities, Publicis Re:


Sources has expanded to over 5,000 professionals, providing services to a prestigious network of advertising, public relations, media, healthcare, and digital marketing firms worldwide.

We deliver technological solutions and business services, encompassing finance, accounting, legal, benefits, procurement, tax, real estate, treasury, and risk management, empowering Publicis Groupe agencies to excel in their creative endeavors.

Beyond essential services for over 100,000 global Publicis Groupe employees, we innovate and develop products that support the long-term growth strategy of Publicis Groupe — transforming even the smallest concepts into substantial initiatives.

In addition to our core services, Publicis Re:
Sources is dedicated to creating and implementing platforms, applications, and tools that enhance productivity, foster collaboration, and promote both professional and personal growth.

We are committed to evolving in response to the dynamic communications landscape, driven by a culture of innovation that resonates worldwide.

With our backing, Publicis Groupe agencies consistently deliver award-winning campaigns for their clients.

The company stands as a premier shared services provider, addressing the financial, technological, and administrative needs of U.S.-based divisions of the world's third-largest communications entity.

Position Summary
Oversees one or more team members. Responsible for aiding Publicis Groupe Agencies in the daily management of designated facilities.

The Facilities Coordinator will assess vendor performance, ensure adherence to safety and security protocols, and conduct regular facility inspections.

Supervise projects, office relocations, and other corporate events as necessary.

The Facilities Coordinator will independently collaborate with various business units to maintain an environment that meets occupant expectations, operational needs, and Groupe standards.

Key Responsibilities
Facility Management Support

Assists in maintaining the aesthetic quality of the office, common areas, meeting rooms, collaborative spaces, and other facilities.

Handles mail and package logistics
Addresses employee inquiries; provides information, resolves issues, and escalates as needed
Collaborates with HR to facilitate the onboarding process for new hires
Receives work requests from employees and coordinates service calls to vendors to address issues and confirm satisfactory resolution
Engages with contracted vendors, facility management, and occupants
Works autonomously, participates in projects, corporate events, and facility-related program implementations
Utilizes Groupe applications that support facility functions (e.g., seat reservations, occupancy databases, ticketing systems, visitor management systems, etc.)
Performs additional duties as assigned
Infrastructure Support
Conducts regular facility inspections to identify potential issues and ensure all mechanical systems are operational
Reports malfunctions and assists in scheduling necessary repairs
Supports annual audits, inspections, and preventative maintenance initiatives
Maintains compliance with all codes and contributes to monthly reporting
Oversees facility recycling initiatives, shredding operations, and management of copy and conference rooms
Collaborates with business units to assess seating and layout requirements
Coordinates and schedules employee/team reconfigurations or relocations
Interacts with agency personnel, other Re:Sources departments, and third-party vendors
Assists with build-out projects
Safety
Responds to after-hours emergencies as needed
Conducts regular safety inspections
Assists with emergency calls
Reports safety concerns to management and implements corrective measures
Vendor Management
Engages with contracted vendors to ensure service quality and policy compliance. The Facilities Coordinator will coordinate schedules, service requests, and validate work order completions for invoice approvals.
Monitors contractor performance, addresses quality concerns, and escalates issues as necessary
Inventory Management
Tracks, maintains, and orders consumable items, including coffee supplies, office supplies, janitorial materials, replacement bulbs, and other facility-related products. Documents deliveries, monitors backorders, and validates invoices for management approval.
Assists the Facility Manager in monitoring and conducting physical asset inventories and managing asset disposition
Ensures furniture is maintained in accordance with office standards
Performs all other duties as required
Qualifications
Skills / Knowledge / Experience
2+ years of relevant experience.
Exceptional organizational, customer service, and communication skills
Ability to collaborate with a diverse range of internal and external stakeholders
Basic office skills, including report generation, form completion, and invoice tracking
Experience in a fast-paced and complex environment.
Dedicated to delivering outstanding customer service.
Enthusiastic and creative team player with a strong commitment to fostering a positive work atmosphere.
Proven ability to manage multiple tasks simultaneously.
High energy, motivation, and dedication to quality and excellence.
Effective written and verbal communication skills with clients, staff, and visitors.
Ability to collaborate effectively across all levels and functions.
Commitment to maintaining confidentiality.
Proficient in Microsoft Office Suite.
Additional Information
All information will be kept confidential in accordance with EEO guidelines.