Facilities Specialist

Company DescriptionCompany OverviewPublicis Groupe is the largest Communications Group worldwide and the leader in Digital and Interactive Communications. Publicis has activities spanning 108 countries on five continents and employs approximately 72,000 professionals worldwide. Publicis Groupe offers local and international clients a complete range of communication services through the nearly 1,400 agencies across our four global networks, including:Publicis Re:SourcesRe:Sources is the shared services provider of Publicis Groupe, delivering a suite of multi-tenant managed and professional services to Publicis Groupe agencies worldwide, in support of key Groupe business operations. Those operations include: Information Technology & Technology Solutions, Finance, Legal, Procurement, Real Estate, Insurance and other services to our business units.Job DescriptionAs a Facilities Specialist, you will support the smooth, safe, and efficient operation of Publicis offices, using the ServiceNow platform to manage facilities activities, optimize space and resources, and drive continuous improvement initiatives. You will lead facilities projects, partner with internal stakeholders and third-party vendors, and oversee core processes such as Health & Safety systems, room bookings, and systems management, while contributing to key Global Facilities KPIs and reporting. In this role, you will support the Facilities Director, coach junior team members, and bring a proactive, service-driven mindset focused on quality, efficiency, and workplace excellence.ResponsibilitiesEnsure the successful operation of all Publicis offices.Ensure that all daily Service Now queries are resolved in line with key KPIs.Plan and coordinate office installations, maintenance works and / or refurbishments - Undertake tasks as necessary to ensure they provide high quality work environments offering the most effective use of space, such as; undertaking space planning, fit-out works and internal office moves within the premises; assisting in the management of accommodation and infrastructure servicesOngoing planning and required activities around organizing premises and building services, (e.g. obtaining Landlord and planning consents for building works, insurance and project management to deliver all required works)Maintain good landlord and tenant relations and develop effective relationships with managing agentsOrganize and hold regular performance meetings with each supplier to ensure value for money service is received and monitored, quality checking, snagging and performance improvementWork closely with the Director to deal with current service contract and renewals, and assist with contract tendering for new contractsWorking with the Director to input into the Opex and Capex budget and forecast planning for TorontoComplete required reports within appropriate deadlines.Foster a culture of continuous improvement and lead/drive related initiatives across the team to increase productivity and eliminate waste.Handle and resolve Facilities related escalations, in a timely manner.Proactively identify operational risks and address / escalate accordingly.Ensure compliance with all local / global Health and Safety regulations as well as AMS policies and procedures.Accountable for meeting compliance, risk and audit standards across the officesSupport the onboarding process for new team hires.Provide cover for other Facilities Team Leaders, where necessary.QualificationsStrong experience in business operations, office management, hospitality, customer service, and/or event planningSupervisory or team lead experience within Facilities or Business OperationsStrong knowledge of Facilities, best practices and experience using systems such as ServiceNowExcellent communication skills, with confidence engaging with internal and external stakeholdersStrong organizational and multitasking skills, with the ability to prioritize, delegate, and meet deadlinesCommercial awareness, with experience supporting cost control and budget managementCustomer service and hospitality mindset, with high energy and a people-focused approachContinuous improvement mindset, with strong problem-solving and analytical skillsFluency in English and proficiency in additional languages is a plusAdditional InformationWork ScheduleCore work hours are Monday through Friday, 9:00 AM-5:00 PM. Must also be flexible and be available to work non-standard business hours upon request or as neededMust be available via cell phone for VIP supportTravelLocal travel between sites may be requiredOccasional travel to sites outside the local area may be requiredRe:Sources USA is an Equal Opportunity / Affirmative Action employer. All qualified applicants to Re:Sources USA will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. #J-18808-Ljbffr