Assistant Office Manager

You will need to login before you can apply for a job.Sector: Administration and SecretarialRole: AssistantContract Type: PermanentHours: Full TimePosition 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.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 wellClient focus - Deliver on our promiseIntegrity - Always do the right thingCreate opportunity - For our people to excelAssists 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 is 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:Arranging accounting facilities with suppliers of couriers, printing, stationery, PPE and signage.Booking meeting rooms for all meetings and arranging refreshments/lunches for client/external meetings.Creating agendas; minute taking, chasing actions and distributing minutes.Ordering and maintaining toner for printers.Coordinating and updating monthly progress ratings.Supporting monthly reporting - client report and contract review.Contributing to the preparation of internal and external presentations - monthly/weekly team meeting, etc.Updating email circulation list for project.Arranging new starter set up, HR forms, IT ordering, etc.Arranging internal and external events.Tracking new starters/leavers and training matrix.Assisting in maintaining staff training records and ensuring training is up to date.Ensuring all Infomace pages/CVs and project profiles are up to date.Assisting with booking travel - as requested by team, trains and hotels.Maintaining holiday and absence records. Developing working relationships with internal stakeholders.Performing generic clerical duties for the senior and wider team such as printing, photocopying, room bookings, filing, etc.Working 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.CompanyIf 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.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.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.Reward and recognitionWe 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 downContributory pension schemeLife assuranceHighly competitive maternity and paternity packageReimbursement of professional subscriptions and membership feesSeason ticket loanAnnual health screeningPrivate medical insuranceSponsorship of education schemes (on approval)Continuous on the job training and developmentCycle to work schemeWe 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.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.We appreciate the differences that everyone brings to work and we recognise the importance of people being free to be themselves.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 raise awareness and remove barriers around disability, neurodiversity and other impairments.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.
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