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

As a core member of our Facilities Management team, the Facilities Coordinator primarily focuses on seamless catering coordination for client meetings and events. Beyond catering duties, this role pivots to support overall office functionality during idle catering periods. This individual collaborates with the facilities team, ensuring that all office areas operate efficiently. Responsibilities include conducting rounds to guarantee the office environment is fully stocked with office and kitchen supplies, ensuring a seamless experience for our clients. This multifaceted role plays a critical part in maintaining a high standard of office functionality, ready to assist in various capacities beyond catering duties.

Core Responsibilities:

• Oversee the entire catering process, from ordering to receipt, setup, and takedown, ensuring clients' lunch meetings function smoothly without interrupting business operations. Effective communication with vendors and meticulous attention to detail are paramount.
• Efficiently manage, confirm multiple conference room, and event space bookings, recommending suitable spaces based on client needs. Act as the primary point of contact for meeting and event space inquiries, resolving any conflicts promptly and professionally.
• Monitor and promptly respond to emails in both the conference room and catering mailboxes, triaging catering requests, and providing essential support information for IT, AV, and other services to ensure client satisfaction.
• Maintain accurate and up-to-date conference room calendars, clearly labeling meeting details, while also scheduling and overseeing post-meeting cleanup for a professional and organized environment.
• Provide crucial backup coverage during lunch breaks and PTO for the Reception team, ensuring uninterrupted front-of-house operations.
• Flexibly contribute to other assigned duties, leveraging your skills to bolster the effectiveness of our Facilities Management team.

Qualifications

• 1-3 years of experience in the field or in a related area
• Strong interpersonal and communication skills are vital to effectively liaise with vendors, resolve issues, and ensure seamless event execution.
• Experience in managing and coordinating with vendors to guarantee smooth catering operations and exceptional service delivery.
• Ability to multitask, prioritize, and meticulously manage details in a fast-paced environment, ensuring flawless event logistics.
• Proven capability to troubleshoot issues, address conflicts, and ensure successful event outcomes.
• Thrives in a collaborative team setting, contributing proactively while also excelling independently.

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 instruc