Assistant Office Manager

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 .

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

The project :

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

• 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.

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.
• Manages petty cash and reconciliations for accounts department and recovery.
• Supports monthly reporting - client report and contract review.
• Contributes to the preparation of internal and external presentations - monthly 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, training matrix and CSCS card updates.
• Assists in maintaining 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 :

• Self-starter attitude, happy to work independently and take charge of their own projects.
• Open / warm personality, able to connect with everyone in the office and beyond, build relationships to stay aware of needs.
• Multi-tasking skills, working on many short- and long-term projects at once, dozens of items a day.
• Overhead experience.
• Ability to work from the office 4 days a week; work from home on Fridays.

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 organization.

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