Manager, Facilities Operations

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

The Manager of Facilities Operations drives day-to-day office operations. This role is large in scope due to the size and general activity of the Client's office. The role is vital to the overall culture of the office by anticipating employee needs, finding creative solutions, and making the workplace an exciting atmosphere and "well-oiled machine" for all employees. This position requires a high level of customer service, problem solving, and the ability to professionally handle multiple priorities in a fast-paced, dynamic environment. To thrive in this role, you will need to love variety, manage a team of Facilities professionals, communicate well, be a change agent, and be exceptionally organized.

Responsibilities

• Manage a Facilities Staff responsible for maintaining the appearance of the office, including meeting rooms, collaboration areas, workstations, locker facilities, pantries, etc.
• Interfaces with agency staff, other Re:Sources departments, landlords, and third-party vendors
• Respond to employee inquiries; provide information, resolve problems and as necessary, delegate to the facilities staff to resolve quickly.
• Maintains supplies necessary for the operation of the facility
• Establish relationships and build strong rapport with all levels of management.
• Ensure that Facilities staff are trained and prepared at all times to manage emergencies (ex: power outages, weather-related events, fire drills, etc.) and maintain a secure facility, according to defined policies and applicable certifications (e.g. ISO-27001).
• Work with the Facilities Director and Client's Senior Management to Implement and communicate office procedures, processes and policies.
• Lead or take part in project-based assignments (such as special events, office build-outs and restacking).
• Assess and report on state of the office to the management team.
• Supervise and delegate responsibilities among the Facilities staff.
• Coordinate with Corporate Communications to deliver emails notifying employees of pertinent building information.
• 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.
• Manage Groupe applications that are used to support facilities functions (seat reservations, occupancy database, ticketing system, security systems, etc.)
• Manages invoices and POs related to the operation of the facility (in coordination with management and finance team)
• Ensure office is operated in accordance with Groupe sustainability goals and support annual corporate social responsibility reporting.
• Maintains all GSO / SOP requirements
• Other duties as assigned by management

Qualifications

• 5+ years of related experience.
• Bachelor's degree or higher preferred.
• Considerable administrative experience.
• 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.
• Exceptional organizational and time management skills.
• 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.
• Demonstrate ability to build and maintain strong business relationships.
• 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.