Senior Facilities Project Officer

Alter Domus are looking for an experienced Project Officer based in our Chicago office but will be required to travel extensively across Alter Domus offices when requested.  This key role will support the Facilities team in the US to manage large capex projects, in the US, which will include new, relocation, exit resizing and minor works to existing offices. The Office Manager / project manager should have an appropriate background which will include construction, fit out, project management, facilities, budgeting and analysis. 

The successful applicant will be the sole projects lead in the US ensuring all projects are delivered on time, within scope and within budget. Co-ordinating internal resources as well as third party suppliers and contractors for the flawless execution of projects. 

The role will also extend beyond project management — you will be a key contributor to the Facilities team, taking on day-to-day administrative processes, compliance, supporting financial oversight, and driving the successful delivery of internal projects. 

This is a varied and dynamic position that requires someone who is highly organized, has fantastic communication skills, is proactive, and able to juggle multiple responsibilities with a positive attitude. If you thrive in a fast-paced environment and enjoy being at the heart of office operations. 

QS skills would be an advantage. RICS qualifications would be preferred but not essential. You will report directly to the Facilities director and will learn every aspect of Alter Domus Portfolio in the US and the group. 

RESPONSIBILITIES

Project Support 

• 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 

• 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  
  

Administrative Support 

• 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 

Billing & Invoicing 

• 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 

Budget Management 

• 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 

Procurement Support 

• 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 

External Agents Training & Schedule Management 

• 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 

YOUR PROFILE

Experience

• Successful candidates must have a 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 

• Any QS, technical or RICS skills are preferred. 

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 

Desired Attributes

• Proactive and resourceful approach 

• Customer Service Orientation 

• Ability to remain calm 

• Problem Solving Skills