Facilities Helpdesk Co-ordinator

  • Full-time

Company Description

Publicis Groupe is one of the largest advertising agency holding companies in the world and a global leader in the fields of marketing, communications, and digital transformation. A Connecting Company for the Connected Age, Publicis Groupe delivers winning solutions for clients through the Power of One - driven by a common purpose, a powerful spirit, shared behaviors, great character and a relentless focus on our clients.

Publicis Re:Sources is the backbone of Publicis Groupe. Re:Sources has grown to 5,000+ professionals servicing a network of prestigious agencies across the globe supporting 63+ markets. Re:Sources is Publicis Groupe's Shared Services Platform. We provide Publicis Groupe agencies with the business solutions, technology platforms and expertise they need to transform, innovate and increase productivity. 

This role will be based in our London office. Please only apply if you have the right to work in UK.

Job Description

  • To ensure that you know and understand the daily work schedule/rota so that you are fully conversant with your expected duties
  • Manage and maintain the helpdesk services by responding to helpdesk requests from the three London offices
  • To acknowledge, and calendarize in Outlook all helpdesk job requests received by email (general repairs, room set-ups, etc) into FM personnel calendars to ensure timely delivery of the request
  • To acknowledge, and calendarize in Outlook all helpdesk requests received in Service Now (general repairs, room set-ups, etc) into FM personnel calendars to ensure SLA delivery in Service Now
  • To manage and maintain Service Now for Facilities/ Property and ensure no SLA breaches
  • Manage the Groupe ‘Workspace’ workstation booking tool (generate reports, update QR codes, etc)
  • Direct all hospitality and catering enquiries to the correct hospitality team.
  • To direct any Despatch requests to the Groupe Despatch team via the Distribution List.
  • Flexibility on shifts, patterns, work methods, and departments to help ensure the smooth running of the site ensuring you are an advocate for Publicis.
  • Assist FM with the creation of Publicis demise access passes for lost passes, new starters, and temporary access passes.
  • Maintain, own, and update the Groupe helpdesk manual
  • To work within other facilities' service lines when required
  • Raising Cureoscity tickets in the TVC Landlords ticketing system for reporting issues in Publicis demise
  • Liaising with security for pass activation, and new starters registration.
  • To carry out any reasonable management request.
  • To work reasonable amounts of overtime provided notice is given
  • To ensure health and safety compliance with policies, systems, and procedures in place for Publicis.
  • To ensure information security compliance with Groupe ISO 27001 certification
  • To be flexible to work in other Publicis central London locations as required
  • Always present yourself in a professional manner
  • To ensure that your workspace is always kept free from personal belongings and clutter


  • Previous experience in Corporate Service Reception or Hotel Reception (6 months minimum)
  • Meeting room booking systems – specifically Outlook
  • Microsoft Teams application/ systems
  • Use of BoxSync
  • Excellent communication skills with a keen eye for attention to detail
  • Enthusiastic with a ‘can do’ attitude
  • Calm under pressure
  • Customer-focused with the ability to understand the needs of a client/visitor
  • Self-motivated and able to think ‘outside of the box’ in order to deliver a ‘best in class’ service
  • A positive approach to learning in role and identifying own training needs as appropriate
  • Self-motivated and able to work on own initiative within a team environment
  • Dealing with complaints whilst maintaining a professional outlook and positive attitude
  • Exceptional organisational skills
  • Able to work flexibly in accordance with business needs and within the wider Publicis team.
  • Committed to ‘getting’ the job done without compromising service levels and professionalism

Additional Information

As part of our dedication to create an inclusive and diverse workforce, Publicis Groupe UK is committed to equal access to opportunity for people without regard to race, age, sex, disability, neurodiversity, sexual orientation, gender identity or religion. We are committed to providing reasonable adjustments for candidates with disabilities in our application process and are happy to discuss any reasonable adjustments individuals may require in the recruitment process, or once in post.

As a Publicis Re:Sources employee, an array of benefits are offered. The learning opportunities are endless and you will be a part of a game-changing and world-class organisation that encourages outside-the-box thinking and empowerment to know that the world is your oyster when it comes to your career.


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