Senior Facilities Project Officer

As a world leading provider of integrated solutions for the alternative investment industry, Alter Domus 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.

About the role

We are looking for an experienced Project Officer based in our Chicago office, with extensive travel required across Alter Domus offices as needed. This key role will support the Facilities team in the US to manage large capex projects, including new office setups, relocations, exits, resizing, and minor works to existing offices. The successful applicant will be the sole projects lead in the US, ensuring all projects are delivered on time, within scope, and within budget. Beyond project management, you will contribute to day-to-day administrative processes, compliance, financial oversight, and the successful delivery of internal projects.

This is a varied and dynamic position requiring someone highly organized, with excellent communication skills, a proactive attitude, and the ability to juggle multiple responsibilities. QS skills and RICS qualifications are preferred but not essential.

Responsibilities

• 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 delivered on time, within scope, and within budget.
• Develop project scopes, programs, and objectives, involving all relevant stakeholders and ensuring technical feasibility.
• Ensure resource availability and allocation.
• Develop a detailed project plan to track progress and oversee each project delivery.
• Use appropriate verification techniques to manage changes in project scope, schedule, and costs.
• Measure project performance using appropriate systems, tools, and techniques.
• Report and escalate to management as needed.
• Manage relationships with all parties, both internal and external.
• Perform risk management to minimize project risks.
• Establish and maintain relationships with all project parties.
• Create and maintain comprehensive project documentation.
• Ensure H&S compliance and day-to-day property maintenance of the existing office portfolio.
• Provide general administrative support to Facilities management, including maintaining and organizing filing systems (physical and digital).
• Complete and support compliance (Plan Radar), ESG and energy consumption reporting, and H&S records.
• Schedule and coordinate internal and external meetings and appointments.
• Prepare, issue, and track supplier invoices in a timely and accurate manner.
• Follow up on outstanding payments and liaise with suppliers regarding invoice inquiries.
• Reconcile invoices and maintain up-to-date billing records.
• Collaborate with the finance team to ensure accurate and compliant invoicing processes.
• Assist in the preparation and monitoring of US Facilities budgets (Opex & Capex).
• Track and report on expenditures, flagging discrepancies or overruns to management.
• Process and verify expense reports and purchase requests.
• Maintain organized and accurate financial records for auditing purposes.
• Coordinate procurement activities, including obtaining quotes, raising purchase orders, and following up with suppliers.
• Ensure timely delivery of goods and services while maintaining cost efficiency.
• Develop and maintain training materials, guides, and reference documents tailored to O&M manuals.
• Act as the primary point of contact for external agents regarding operational processes, policies, and best practices.
• Monitor and manage the scheduling and planning of external agents, ensuring optimal coverage and alignment with business needs.
• Track agents' availability, assignments, and performance schedules, proactively addressing any gaps or conflicts.
• Maintain up-to-date records of training completion and scheduling changes.
• Liaise between external agents and internal teams to ensure smooth communication and coordination.

Requirements

• Minimum of three years’ experience with a proven track record in construction, fit-out, refurbishment, and building project management.
• Solid technical background, with understanding or hands-on experience.
• Ability to effectively communicate with all project parties (internal and external).
• Excellent written and verbal communication skills.
• Strong organizational skills, including attention to detail and multitasking.
• H&S awareness training.
• Strong working knowledge of appropriate software and standard Microsoft Office packages (Word, Excel, PowerPoint).
• A hands-on, can-do attitude with initiative to work well individually and in a team.
• QS, technical, or RICS skills are preferred but not essential.

Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Problem-solving and decision-making capabilities.
• Knowledge of health and safety regulations.
• Proficiency in facility management software and MS Office Suite.
• Project management skills.
• Attention to detail and quality-focused mindset.
• Ability to work independently and as part of a team.
• Proactive and resourceful approach.
• Customer service orientation.
• Ability to remain calm under pressure.

Benefits

• Support for professional accreditations such as ACCA and study leave.
• Flexible arrangements, generous holidays, plus an additional day off for your birthday.
• Continuous mentoring along your career progression.
• Active sports, events, and social committees across our offices.
• 24/7 support available from our Employee Assistance Program.
• Opportunity to invest in our growth and success through our Employee Share Plan.
• Additional local benefits depending on your location.
• Industry-leading Alter Domus Academy offering six learning zones for every stage of your career, with resources tailored to your ambitions and LinkedIn Learning access.

Pay

We offer a salary of $70K to $105K+, depending on skills and experience.