Facilities Specialist

Publicis 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:Sources

Re: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.

Overview

As 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.

Responsibilities

• Ensure 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 services
• Ongoing 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 agents
• Organize and hold regular performance meetings with each supplier to ensure value for money service is received and monitored, quality checking, snagging and performance improvement
• Work closely with the Director to deal with current service contract and renewals, and assist with contract tendering for new contracts
• Working with the Director to input into the Opex and Capex budget and forecast planning for Toronto
• Complete 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 offices
• Support the onboarding process for new team hires.
• Provide cover for other Facilities Team Leaders, where necessary.

Qualifications

• Strong experience in business operations, office management, hospitality, customer service, and/or event planning
• Supervisory or team lead experience within Facilities or Business Operations
• Strong knowledge of Facilities, best practices and experience using systems such as ServiceNow
• Excellent communication skills, with confidence engaging with internal and external stakeholders
• Strong organizational and multitasking skills, with the ability to prioritize, delegate, and meet deadlines
• Commercial awareness, with experience supporting cost control and budget management
• Customer service and hospitality mindset, with high energy and a people-focused approach
• Continuous improvement mindset, with strong problem-solving and analytical skills
• Fluency in English and proficiency in additional languages is a plus

Additional information

Work Schedule

• Core 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 needed
• Must be available via cell phone for VIP support

Travel

• Local travel between sites may be required
• Occasional travel to sites outside the local area may be required

Salary Range

Transparency matters to us. The salary range for this position is CAD $60,000-$70,000 per year. Actual compensation within this range will be based on a variety of factors, including relevant experience, knowledge, skills, and applicable certifications. This range reflects what we reasonably expect to offer based on current market data.

AI Use

We use artificial intelligence (AI) tools to support parts of our hiring process, such as reviewing applications or analyzing resumes. These tools assist our recruitment team but never replace human decision-making. We believe in a human-first approach, where your experience and potential are recognized by people.

Job description only reflects management's assignment of essential functions. Management reserves the right to assign or reassign duties and responsibilities to this job at any time. 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" relationship.

Re: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.