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Facilities Assistant

London

Company overview

At AlixPartners 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.

AlixPartners 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 AlixPartners 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 choice” workplace culture
  • Ability to take initiative, exercise good judgment and escalate appropriately
  • Conscientious in applying discretion and maintaining confidentiality
  • Excellent written and verbal communication skills in English. Additional languages will be an asset.
  • Willingness to work outside of normal business hours, and in particular as unique projects/needs arise.
  • Ability to work full time in an office and remote environment.
  • Must become familiar with, and promote and abide by, our Core Values as defined by the AlixPartners’ Code of Conduct and foster an inclusive environment with people at all levels of an organization.

The firm offers market-leading benefits that provide flexible options to support our employee’s needs including health benefits to help prioritise their physical and emotional well-being, time-off policies to help to recharge and financial/ retirement benefits that offer income protection and support long-term planning.

AlixPartners is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, colour, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability.

 

 

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Diversity Questionnaire - UK

 
AlixPartners is committed to recruiting, developing, and retaining a diverse workforce. To ensure that we continue to make improvements in these areas and to measure our progress, we rely on the provision of certain information by individuals who express an interest in joining our firm. We’ve included this voluntary questionnaire on our applications to help us better understand who is applying to AlixPartners, what jobs they’re interested in, and what their experience is like throughout the process.

Should you not wish to complete this questionnaire you can scroll down to the submit button and click to submit your application. Your answers to these questions will not be shared with the recruiter or the hiring team, and will have no impact on your candidacy. The data will be collected and stored in accordance with UK data privacy laws, and will only be reviewed in the aggregate to inform how we can source a more diverse candidate pool and improve our applicant experience. 
 
Consent for the Collection and Processing of Sensitive Personal Data for Purpose of Diversity and Inclusion Initiatives
 
1. Introduction
 
AlixPartners LLP and its affiliates (collectively “AlixPartners”, “we”, “us” or “our”) are collecting and processing your sensitive personal data for the purposes of supporting its Diversity and Inclusion (“D&I”) initiatives. The diversity questions are entirely voluntary, and no decision or action will be taken in relation to your application based on whether you decide to provide this information. 
 
AlixPartners will act as the controller of any personal data that you choose to provide to us. We treat your personal data as confidential, and it will be handled and processed only by the persons who are responsible for the D&I activities specified below, and only by those who have a legitimate need to access that data in order to fulfil those responsibilities. We will only process your data in accordance with applicable data protection regulations and our Personal Data Fair Processing Notice and Privacy Policy,
 
2. What data will AlixPartners collect, and for what purposes?
 
AlixPartners may process the following categories of sensitive personal data for purposes of its D&I activities:
  • Gender
  • Gender Identity
  • Age / Date of Birth
  • Ethnicity / Race
  • Religion
  • Sexual Orientation
  • Caring Responsibilities
  • Military Status
  • Disability Status
D&I activities include processing such personal data for the following purposes:
i)  making more informed decisions on which internal and external programs to invest in to attract talent;
ii)  global reporting on our diverse candidate population; and
iii)  further aligning with industry best practices to improve our firm’s programs, policies, and procedures surrounding D&I. 
 
3. Will my data be shared with any third parties?
 
Your personal data may be shared with the third parties listed below who collect, store and process your personal data on behalf of AlixPartners and in accordance with the purpose for which the data was originally collected:
  • Greenhouse Inc. - a recruitment and onboarding platform that is used by AlixPartners to collect, store, manage and process your personal data for purposes of facilitating and expediting the employment process.
Prior to disclosing your Personal Data to any third parties, we contractually require the third party to keep your personal data confidential subject to appropriate safeguards to prevent it from unauthorized disclosure. 
 
Your personal data may be transferred out of the UK and shared with other companies within the AlixPartners group located in the United States.
 
4. Right to withdraw consent at any time 
 
You may withdraw your consent at any time by contacting us here or at Privacy@alixpartners.com. You may also exercise your rights under global data protection laws to access, rectify, erase, and restrict the processing of your personal data by clicking here or contacting us at Privacy@alixpartners.com. While we would always encourage you to raise any concerns about the processing of your personal data with us directly in the first instance, you also have the right to make a complaint to the Information Commissioner’s Office if you choose to do so.
 
Replying to this Diversity Questionnaire is voluntary, you can choose to answer all, some or none of the questions. At any time you can scroll to the bottom of the page and click submit to submit your application
 
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