Senior Facilities Project Officer

Alter Domus • Chicago, ND

1d • $70,000 - $105,000 • Hybrid

About The Position

Alter Domus is seeking an experienced Project Officer for its Chicago office, with the requirement for extensive travel across Alter Domus offices. This role is crucial for supporting the Facilities team in the US to manage large capital expenditure projects, including new office setups, relocations, exits, resizing, and minor works for existing offices. The ideal candidate will have a background in construction, fit-out, project management, facilities, budgeting, and analysis. The successful applicant will be the sole projects lead in the US, responsible for ensuring all projects are delivered on time, within scope, and within budget. This involves coordinating internal resources and third-party suppliers and contractors. Beyond project management, the role includes administrative tasks, compliance, financial oversight support, and driving the delivery of internal projects. This is a varied and dynamic position requiring strong organizational skills, excellent communication, proactivity, and the ability to manage multiple responsibilities with a positive attitude in a fast-paced environment.

Requirements

• Minimum of three years’ experience with a proven track record in construction, fit out, refurb and building project management.
• Solid technical background, with understanding or hands-on experience.
• Ability to effectively communicate with all project parties (internal & External).
• Excellent written and verbal communication skills.
• Solid organizational skills including attention to detail and multi-tasking skills.
• H&s awareness training.
• Strong working knowledge of appropriate software.
• Able to use standard Microsoft office packages: Word, Excel, PowerPoint.
• A hands-on, can-do attitude with initiative to work well individually and in a team.
• 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.
• Problem Solving Skills.

Nice To Haves

• QS skills would be an advantage.
• RICS qualifications would be preferred but not essential.
• Any QS, technical or RICS skills are preferred.

Responsibilities

• Coordinate internal resources and 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.
• Developing project scopes, program 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.
• H&S compliant.
• Day to day property maintenance of existing office portfolio.
• 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 in a timely and accurate manner.
• Follow up on outstanding payments and liaise with suppliers regarding invoices 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 both 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.

Benefits

• Support for professional accreditations such as ACCA and study leave
• Flexible arrangements
• Generous holidays
• 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
• The opportunity to invest in our growth and success through our Employee Share Plan
• Plus additional local benefits depending on your location

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed