Facilities & Office Operations Assistant

Description du poste:

Company description About Publicis Groupe Publicis Groupe is one of the largest advertising agency holding companies in the world and a global leader in marketing communications and digital transformation. Driven by data, cutting-edge technology, and creativity, our solutions enable brands to provide customers with tailored experiences on a large scale. We utilize the Power of One operating model to integrate and develop competencies that create increasing business value for current and future clients. We are present in more than 100 countries and employ over 90,000 professionals. About Publicis ReSources Publicis ReSources 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 innovate and transform for their clients. Formed in 1998 as a small team to service a few Publicis Groupe firms, Publicis ReSources 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. Overview We are looking to hire a Facilities & Office Operations Assistant to join the Facilities team at our Madrid office. The selected candidate will play a key role in the daily operational management of the office, ensuring the proper functioning of general services, supplier coordination, and efficient support to employees, visitors, and internal teams. This position combines office operations, facilities management, and reception responsibilities, with a high level of autonomy in day-to-day office management. Responsibilities Manage the day-to-day office operations in coordination with the Facilities team. Coordinate and follow up with general services providers (maintenance, cleaning, courier services, security, vending, catering, etc.). Manage and resolve facilities-related incidents involving installations, HVAC systems, lighting, workstations, meeting rooms, and common areas. Control, request, and follow up on office supplies, consumables, and operational needs. Manage catering orders and provide logistical support for internal meetings and events. Supervise the overall condition, order, and availability of meeting rooms (including logistical support: coffee, water, catering). Maintain basic inventory control of office supplies and equipment. Provide administrative support to the Facilities department (request management, supplier follow-up, documentation support). Provide front-desk support, acting as a key point of contact for employees, visitors, and suppliers. Manage building access, badges, and credentials. Receive, track, and distribute mail, packages, and courier deliveries. Coordinate daily with internal teams, IT, security, and other departments. Actively contribute to the continuous improvement of office processes and employee experience. Qualifications Previous experience in facilities, office management, office operations, or similar roles. A highly hands-on and versatile profile, able to manage multiple operational tasks simultaneously. Proactive, solution-oriented, and highly responsible attitude. Strong organisational and prioritisation skills. Good communication and interpersonal skills. Ability to work autonomously while coordinating with suppliers and internal teams. User-level proficiency in Microsoft tools (Outlook, Teams, Excel). Additional information Nice to Have Previous experience in corporate, large office, or multinational environments. Knowledge of administrative processes related to Facilities. Intermediate level of English

Profil requis du candidat:

Previous experience in facilities, office management, office operations, or similar roles. A highly hands-on and versatile profile, able to manage multiple operational tasks simultaneously. Proactive, solution-oriented, and highly responsible attitude. Strong organisational and prioritisation skills. Good communication and interpersonal skills. Ability to work autonomously while coordinating with suppliers and internal teams. User-level proficiency in Microsoft tools (Outlook, Teams, Excel)