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.

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.

• 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…