Senior Facilities Project Officer

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As a world leading provider of integrated solutions for the alternative investment industry, Alter Domus (meaning “The Other House” in Latin) is proud to be home to 90% of the top 30 asset managers in the private markets, and more than 6,000 professionals across 24 jurisdictions.

With a deep understanding of what it takes to succeed in alternatives, we believe in being different - in what we do, in how we work and most importantly in how we enable and develop our people. Invest yourself in the alternative, and join an organization where you progress on merit, where you can speak openly with whoever you are speaking to, and where you will be supported along whichever path you choose to take.

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Alter Domusarelooking for an experienced Project Officer based in our Chicago office but will berequiredto travel extensively across Alter Domus offices when requested. This key role will support the Facilities team in the USto manage large capex projects, in the US, which will include new, relocation, exit resizing and minor workstoexistingoffices. The Office Manager /project manager should havean appropriatebackgroundwhichwill includeconstruction,fit out, project management, facilities,budgeting and analysis.

The successful applicant will be the sole projects leadin the USensuring all projects are delivered on time, within scope and within budget. Co-ordinating internal resources as well as third party suppliers and contractors for the flawless execution of projects.

The rolewillalsoextendbeyondproject management— you will be a key contributor to the Facilities team,taking onday-to-day administrative processes,compliance,supporting financial oversight, and driving the successful delivery of internal projects.

This is a varied and dynamic position that requires someone who is highly organized, has fantastic communication skills, is proactive, and able to juggle multiple responsibilities with a positive attitude. If you thrive in a fast-paced environment and enjoy being at the heart of office operations.

QS skills would be an advantage. RICS qualifications would be preferred but not essential. You will report directly to the Facilities director and will learn every aspect of Alter Domus Portfolio in the US and the group.

Coordinate internal resources as well as third party suppliers and contractors for the flawless execution of projects (handling 1 to 2 key projects at any one time)

Ensure that all projects are deliveredon time, within scope and within budget

Developing project scopes,programandobjectives, involving all relevantstakeholdersand ensuring technical feasibility

Ensure resource availability and allocation

Develop a detailed project plan to track progress and overseeeach project delivery

Use appropriate verificationtechniques to manage changes in project scope,schedule and costs

Measure project performance using appropriate systems,toolsand techniques

Report and elevate to management as needed

Manage relationships with all parties, both internal and external

Perform risk management to minimize project risks

Establish andmaintainrelationships with all project parties

Create andmaintaincomprehensive project documentation

H&S compliant

Day to day property maintenance of existingofficeportfolio

Extensive travel and staying away

Provide general administrative support to Facilities management

Maintain and organize filing systems (physical and digital)

Complete and support compliance (Plan Radar)

Work on ESG and energy consumption reporting

H&S records and compliance

Schedule and coordinate internal and external meetings, appointments

Prepare, issue, and track supplier invoices ina timelyandaccuratemanner

Follow up on outstanding payments and liaise with suppliersregardinginvoices inquiries

Reconcile invoices andmaintainup-to-date billing records

Collaborate with the finance team to ensureaccurateand compliant invoicing processes

Assistin the preparation and monitoring ofUSFacilities budgets both

Opex& Capex

Track and report on expenditures, flagging discrepancies or overruns to management

Process and verify expense reports andpurchaserequests

Maintain organized andaccuratefinancial records for auditing purposes

Coordinate procurement activities including obtaining quotes, raising purchase orders, and following up with suppliers

Ensuretimelydelivery of goods and services whilemaintainingcost efficiency

Develop andmaintaintraining materials, guides, and reference documents tailored toO&Mmanuals

Act as the primary point of contact for external agentsregardingoperational processes, policies, and best practices

Monitor and manage the scheduling and planning of external agents, ensuringoptimalcoverage and alignment with business needs

Track agents' availability, assignments, and performance schedules, proactively…