Assistant Office Manager

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Position status: This opportunity is for a secured role that is due to commence in July subject to approval. If you would like to be considered as we progress with this position, please click to apply.

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture and priorities, visit our strategy site.

Within our Consult business we harness our unique combination of leading-edge practical expertise and project deliveryconsultancy to unlock the potential in every project.

The project:

Planning, design and implementation of advanced metering infrastructure in Cape Town.

Our values shape the way we consult, and define the people we want to join us on our journey:

• Safety first - Going home safe and well
  
• Client focus - Deliver on our promise
  
• Integrity - Always do the right thing
  
• Create opportunity - For our people to excel
  

Assists in the efficient running of the office. Provides support in coordinating activities of a team.

The job offers limited flexibility which can be discussed, although it expected that 70% standard working hours is spent in the Cape Town office.

You will be reporting directly to the regional director but will be supporting various project managers on different projects as outlined in the responsibilities.

You'll be responsible for:

• Arranges accounting facilities with suppliers of couriers, printing, stationery, PPE and signage.
  
• Books meeting rooms for all meetings and arrange refreshments/lunches for client/external meetings.
  
• Creates agendas; minute taking, chasing actions and distributing minutes.
  
• Orders and maintains toner for printers.
  
• Coordinates and updates monthly progress ratings.
  
• Supports monthly reporting - client report and contract review.
  
• Contributes to the preparation of internal and external presentations - monthly/weekly team meeting and etc.
  
• Updates email circulation list for project.
  
• Arranges new starter set up, HR forms, IT ordering and etc.
  
• Arranges internal and external events.
  
• Tracks new starters/leavers and training matrix.
  
• Assists in maintain staff training records and ensuring training is up to date.
  
• Ensures all Infomace pages/CVs and project profiles are up to date.
  
• Assists with booking travel - as requested by team, trains and hotels.
  
• Maintains holiday and absence records. Develops working relationships with (range of) internal stakeholders.
  
• Performs generic clerical duties for the senior and wider team such as printing, photocopying, room bookings, filing and etc.
  
• Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.
  

You'll need to have:

• Relevant qualification or equivalent standard of experience.
  
• Proven relevant experience in a similar role.
  
• Advanced use of IT tools including MS Office 365 suite and data analysis tools. Have working experience on Oracle. Experience in using web-based applications/software.
  
• Proficiency in MS Excel and PowerPoint.
• Knowledge and use of office management systems.
  

You'll also have:

• Comprehensive written, verbal communication and presentation skills.
  
• Experience in a construction and consultancy environment.
  
• Personal effectiveness e.g. stakeholder management. Experience in building lasting client relationships and providing support to strong, motivated teams.
  
• Knowledge of how carbon and sustainability considerations will shape the outlook of the projects you are working on.
  

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable within the role. (Dependant on geography with BUD approval).

Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the 'Refer a friend' feature found within the relevant job.

Company

If you can bring a different perspective to help us shape the cities of tomorrow, take a look at the opportunities we have to join us.

Fortune favours the brave - and so do we

At Mace we empower our people to be collaborative, curious and embrace their entrepreneurial spirits. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most challenging and inspiring projects around the world.

You might be part of our healthcare team delivering critical hospital care units, or our education team creating schools to inspire our future leaders. You could be a graduate working on the world’s tallest building, or be managing the construction of world-leading cultural landmarks. Whatever your passion, we have an opportunity that will bring out the best in you.

At Mace we want you to feel comfortable from day 1, so for any questions about a career at Mace, including application advice, please contactpaul.deaville@macegroup.com for a confidential chat.

Our clients say that it’s our people that make the difference

Our people think harder, do better and go further. Every day at Mace is an opportunity to think and do things differently. We were founded more than 30 years ago, and every day our entrepreneurial culture plays a huge role in our success. We exist to seek out the world’s most interesting projects that challenge and excite us.

We want our employees to thrive and achieve their highest potential. We are passionate about creating an environment that provides opportunities for the most stimulating and fulfilling careers. We encourage innovation and welcome new perspectives by attracting and developing people with diverse talent who inspire our thinking, challenge our solutions and enhance our culture.

At Mace you can deepen your knowledge, expand your skills, see the world and get to work with both inspiring colleagues and influential clients – whatever your passion, we have an opportunity that will bring out the best in you. But don’t just take our word for it; below you can see what some of our people had to say.

Reward and recognition

We invest in our people and provide a strong benefits package, which in the UK includes:

• 22 days of holiday, plus two ‘Mace Days’ to support work-life balance, bank holidays and December holiday shut down
• Contributory pension scheme
• Life assurance
• Highly competitive maternity and paternity package
• Reimbursement of professional subscriptions and membership fees
• Season ticket loan
• Annual health screening
• Private medical insurance
• Sponsorship of education schemes (on approval)
• Continuous on the job training and development
• Cycle to work scheme
• Our international benefit packages are comparable. Please contact our recruitment team for more information.

We know that many parents can face challenges when balancing the demands of work and their home lives. At Mace, we fully support our people when they choose to balance their career with family life. We offer enhanced family leave, as well as options for flexible working and alternative working patterns to support and improve the work-life balance of our employees.

Our performance management and appraisal approach is based on ability and talent. Top performers are recognised for both their contribution to projects and their broader contribution to the business.

At Mace we appreciate the differences that everyone brings to work and we recognise the importance of people being free to be themselves.

Regardless of age, sex, marital status, sexual orientation, disability, race, colour, nationality, ethnic or national origin, religion, or affiliation to any political party, we embrace diversity and believe in creating an inclusive environment where every Mace person is treated equally, fairly and with respect.

We are proud partners of Stonewall’s global diversity champions programme that ensures all LGBT+ staff are accepted without exception at Mace.

Mace’s corporate purpose statement is ‘Redefining the boundaries of ambition’.

Support for disabled employees is provided by:

Our recruitment and HR Teams have undertaken disability awareness training and are eager to provide an inclusive and accessibility experience to job applicants and new colleagues.

Enabled at Mace – employee network. Its aims are to support its members and, to "to raise awareness and remove barriers around disability, neurodiversity and other impairments” to support their aim to create an inclusive and diverse workplace for everyone.

Disability Confident – We are using the requirements of the government scheme to create an inclusive environment for disabled job applicants and existing colleagues.

Clear Assured – an externally verified accreditation around equality, diversity and inclusion practice across our business, driving improvements to our policies, processes and practices.

Recite Me – an assistive technology tool that provides access support to all employees. It is located on our intranet site, our website and job vacancy platform.

Mace are member of the Business Disability Forum, giving access to a wide range of resources and information. Our line managers have access to their confidential support line.

Silver Clear Assured Award

ridi - Recruitment Industry Disability Initiative Awards 2021 - Highly Commended Category

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