Administrator

Mace; Greater London; On-site; GBP 30,000 - 42,000; Full time

Job summary

Mace is seeking an administrator to support the Private Sector business unit across bid support, business development and general admin tasks. The role will start in London, with a plan to move to hybrid working after embedding, and requires coordinating with a 200+ private-sector team.

You will manage bid responses with PAIGE, provide pipeline reporting, assist in BD activities and ensure smooth office operations. Excellent written English and MS 365 skills are essential for success."

Qualifications

• Experience in an administration role with high-quality written output.
• Excellent written English with strong grammar, spelling and editing skills.
• Proficiency in Microsoft 365, Power BI, Copilot and SharePoint.
• Ability to build lasting relationships and support multi-disciplinary teams.
• Proactive, organised and detail-oriented with strong time management.

Responsibilities

• Bid support: develop and deliver client proposals, manage bid timelines and win themes.
• Business Development: maintain pipeline reports, support events and prospect research.
• Team support: secretarial duties, onboarding, diary management and file/document production.
• Information security: assist with guidelines and document handling in line with policy.

Skills

Administration

Written English

Microsoft 365

Power BI

SharePoint

Relationship building

Organised & proactive

Tools

PAIGE AI tool

Copilot

Power BI

SharePoint

Job description

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 7,000 people across five global hubs in Europe, the Middle East, North Africa and India, the Americas, Asia Pacific and Sub-Saharan Africa.

We are looking for an administrator to support the Private Sector business unit in bid support, Business Development and administrative tasks.

The role will initially be based in London 5 days a week with the flexibility to move to a hybrid arrangement once embedded.

You’ll Be Responsible For

Bid support

• Following established processes to develop and deliver high quality, client focused proposals.
• Utilising PAIGE (Ai tool) in collating 1st draft bid responses.
• Establishing bid response timescales and formulation the bid plan.
• Identifying the key deliverables and supporting in establishing the win themes.
• Analysing tender documents to define client requirements, deliverables, set deadlines and owners.
• Updating CVs and project profiles.
• Creating organograms.
• Managing the capability statements.
• Making client presentations.
• Administration.

Business development support

• Providing pipeline reporting.
• Updating systems to ensure accurate prospect reporting throughout the month.
• Ensuring pipeline fees are accurate and up to date to enable monthly Finance reporting.
• Supporting in arranging BD networking events and conferences.
• Contributing to capture planning and opportunity tracking.
• Experience in PowerBi and Power Automat is beneficial.
• Support with researching prospects, using tools and software’s to capture information and qualify leads.
• Support with ensuring data on the tracker and dashboards are up to date.
• Support with the running of the business development forums across each sector.
• Be comfortable with cold outreach via email and LinkedIn, occasionally cold calling
• Attending industry networking meetings and events.

Team support

• Providing secretarial support and coordinating with a private-sector team of over 200+
• Overseeing the onboarding and induction for new starters, including ordering and set up of IT equipment and day 1 introductions.
• Ordering of stationery and PPE for the team.
• Raising POs for the BU.Submitting expenses.
• Diary management.
• Ensuring all office functions run smoothly.
• Dealing with routine correspondence and emails on own initiative.
• Collating reports.
• Assisting business unit Director’s PA with board report materials.
• Produces highly accurate documents in line with templates and quality requirements e.g. presentations, minutes and reports.
• Being an Oracle champion.
• Information security: Acting as information security champion for the team, keeping up to date with Mace guidelines on information security and document handling.
• Assisting in arranging team communication sessions and mid/end of year events.
• Being the champion the Mace Foundation volunteering.

You’ll Need To Have

• Experience in an administration.
• Very high standard of written English, skilled in editing copy to correct grammar, spelling and punctuation with the ability to shape compelling responses.
• Experienced user of Microsoft 365, Power BI, Copilot and with knowledge of SharePoint.
• You can build lasting relationships and will provide support to multi-disciplinary teams.
• Proactive, positive and organised.
• Strong attention to detail and error-free delivery.
• Self-motivated to deliver what is required for the business.
• Flexible and open to changing priorities and managing multiple tasks simultaneously within compressed timeframes.
• Consistently professional appearance, attitude and approach.
• Service to the business way of thinking.

Our values

Safety first - Going home safe and well: We champion a safe, diverse and inclusive working environment, understanding the importance of wellbeing in every team.

Client focus - Deliver on our promise: We own the quality of deliverables, strategic outcomes and build long term relationships with our clients.

Integrity - Always do the right thing: We influence positive outcomes within our industry, while always aligning with our compliance obligations.

Create opportunity - For our people to excel: We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria,

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role.