Facilities Assistant

Company overview
At Alix Partners 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.
Alix Partners 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 Alix Partners office) and remote working. Travel is part of this position, but the frequency may vary based on client, team, and individual circumstances.
Job summary
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.
Key responsibilities and accountabilities
Operational Responsibility
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

Facilities Support

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 firm's commitment to sustainability and environmental standards
Ensure office and remote working environments meet needs and agreed standards
Support the firm's 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.

Personal competencies

Excellent communication skills and experience in client relationship management
High degree of professionalism in interfacing with colleagues and clients and fostering an "employer of…