Facilities Assistant

At AlixPartners we solve the most complex and critical challenges by moving quickly from analysis to action when it really matters; creating value that has a lasting impact on companies their people and the communities they serve. We prize diversity and inclusion the intellectually curious the inventive and the forward-thinking. We invite you to influence the way we work and define the way we embrace tomorrow.

AlixPartners has embraced a hybrid work model to provide flexibility and support our employees work-life integration. Our hybrid model combines a mix of in-person (at client site or AlixPartners office) and remote working. Travel is part of this position but the frequency may vary based on client team and individual circumstances.

A Facilities Professional to support our Office Services manager maintain a secure and well-functioning work environment.

The role will report to the Office Services Manager Facilities London and will help maintain a secure and well-functioning work environment. The role holder should have some facilities services experience and a focus on providing a high level of customer service. The role holder will need to have a practical flexible approach and commitment to providing best practice standards in all aspects of the role. The role sits within a fast paced and demanding environment undergoing a period of growth and change so the ability to work as part of a collaborative team sharing knowledge and expertise in addition to working independently will be required. Please note that this role will be a FTC that lasts for a minimum of 12-months.

Partner with colleagues responsible for Office Management to monitor and improve environment and optimize service delivery to internal clients and visitors ensuring a seamless operation in the UK offices.

• Establish and maintain standards and service levels throughout office floors
• Support Office Services Manager Facilities to manage supplier relationships locally informing Office Management of any changes to service
• Process supplier and vendor invoices relating to the Office Management function in Concur
• Supporting the Office Services Manager Facilities with health and safety compliance and any changes in legislation.
• Ensure compliance with statutory regulatory and firmwide policy and authorization process
• Use judgement to escalate issues and challenges at the appropriate time to protect the interests of the Firm

• Ensure that business machines and equipment are in working order and ready for use; troubleshoot problems replace consumables (i.e. printer copier coffee machines) and call in outside assistance as required
• Handling daily queries referring queries to the Office Services Manager Facilities and other team members as appropriate
• Take ownership of all facilities administrative tasks for the London office and support the Office Services Manager Facilities with facilities related queries from other UK offices.
• Sort and distribute incoming mail including special deliveries and internal mail in a timely manner according to established procedures
• Process outgoing mail; ensure all items are correctly franked ready for collection and that the case related mail recharge process is accurately applied. Proactively scan and electronically file documentation
• Monitor office supplies according to established procedures and protocols
• Support the Office Services Manager Facilities with archiving and filing ensuring all paperwork is up to date and auditable
• Collaborate with the Housekeeping team to prepare and reconfigure meeting rooms and event spaces; liaise with Reception and IT to set up AV and general equipment as required and ensure meeting rooms are restored back to normal configuration
• Alert Office Services Manager Facilities to any maintenance issues which cannot be immediately resolved
• Support Office Manager to plan source and procure regular and one-off requirements for goods and services in line with policy and delegation of authority levels
• Ensure local standards for statutory and regulatory requirements are met or exceeded
• Support Office Management Team with planned office moves relocations and fit outs
• Ensure compliance with AP policy and local legislation in respect of health and safety environment and risk management
• Contribute to firms commitment to sustainability and environmental standards
• Ensure office and remote working environments meet needs and agreed standards
• Support the firms vision and evolve appropriately to meet changing requirements
• Support change management and adoption of new standards
• Manage supplier relationships and feedback on performance to Office Services Manager Facilities.

• Excellent communication skills and experience in client relationship management
• High degree of professionalism in interfacing with colleagues and clients and fostering an employer of choice workplace culture
• Ability to take initiative exercise good judgment and escalate appropriately
• Conscientious in applying discretion and maintaining confidentiality
• Excellent written and verbal communication skills in English. Additional languages will be an asset.
• Willingness to work outside of normal business hours and in particular as unique projects/needs arise.
• Ability to work full time in an office and remote environment.
• Must become familiar with and promote and abide by our Core Values as defined by the AlixPartnersCode of Conductand foster an inclusive environment with people at all levels of an organization.

The firm offers market-leading benefits that provide flexible options to support our employees needs including health benefits to help prioritise their physical and emotional well-being time-off policies to help to recharge and financial/ retirement benefits that offer income protection and support long-term planning.

AlixPartners is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to among other things race colour religion sex sexual orientation gender identity national origin age status as a protected veteran or disability.

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