Assistant Office Manager

Mace; Greater London; Híbrido; GBP 26 000 - 38 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Hybrid working

Flexible hours

Resumo da oferta

Mace is seeking an organised, proactive Assistant Office Manager to support the day-to-day running of a busy project office and provide coordination and administrative support to the wider team.

This varied, hands-on role involves keeping the office organised, supporting colleagues, coordinating meetings, travel, HR documentation and reporting, and assisting with materials for meetings. Hybrid working options are available.

Qualificações

• Experience in office administration or coordination.
• Excellent organisation and time-management.
• Strong attention to detail with multitasking.
• Experience coordinating meetings and taking minutes.
• Good written and verbal communication.
• Confident dealing with colleagues, stakeholders and suppliers.
• Proactive, flexible and collaborative approach.
• Experience supporting project or professional services teams is advantageous.

Responsabilidades

• Support the smooth day-to-day running of the office.
• Coordinate meetings, room bookings, refreshments and team events.
• Prepare agendas, take minutes, track actions and distribute meeting notes.
• Support monthly client reporting and contract reviews.
• Assist with presentations and materials for meetings.
• Coordinate onboarding/offboarding, HR documentation and IT/equipment requests.
• Maintain training records, matrices and CSCS card information.
• Keep holiday and absence records up to date.
• Arrange travel (train/hotel bookings).
• Liaise with suppliers for stationery, couriers, printing, PPE and signage.
• Support petty cash administration and reconciliations.
• Maintain project circulation lists, CVs and project profiles.
• Order and maintain general office supplies.
• Provide admin support to senior colleagues and wider project team.
• Build positive relationships with internal and external stakeholders.
• Support the team’s net zero carbon initiatives.

Conhecimentos

Organisation

Time management

Attention to detail

Communication

Multitasking

Proactive

Collaboration

Ferramentas

Outlook

Word

Excel

PowerPoint

Descrição da oferta de emprego

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.

Manage projects to achieve agreed outcomes on time, within budget and quality standards. Provides day-to-day leadership, aligning teams to deliver objectives and KPIs. Manages risks, change processes, and internal fee targets, ensuring collaboration and excellence throughout project delivery.

We are looking for an organised, proactive and personable assistant office manager to support the efficient day-to-day running of a busy project office and provide coordination and administrative support to the wider team.

This is a varied, hands on role for someone who enjoys keeping an office organised, supporting colleagues and ensuring that meetings, reporting, records and general administration run smoothly.

You’ll Be Responsible For

• Supporting the smooth day-to-day running of the office.
• Coordinating meetings, room bookings, refreshments and team events.
• Preparing agendas, taking minutes, tracking actions and distributing meeting notes.
• Supporting monthly client reporting and contract reviews.
• Assisting with presentations and materials for internal and external meetings.
• Coordinating new starter and leaver administration, including HR documentation and IT/equipment requests.
• Maintaining training records, training matrices and CSCS card information.
• Keeping holiday and absence records up to date.
• Arranging travel, including train and hotel bookings.
• Liaising with suppliers for stationery, couriers, printing, PPE and signage.
• Supporting petty cash administration and reconciliations.
• Maintaining project circulation lists, CVs and project profiles.
• Ordering and maintaining general office supplies.
• Providing general administrative support to senior colleagues and the wider project team.
• Building positive working relationships with internal stakeholders, project teams and external suppliers.
• Supporting the team's commitment to net zero carbon and the identification and reduction of carbon emissions.

You’ll Need To Have

• Previous experience in an office administration, office coordinator, team assistant or assistant office management role.
• Excellent organisation and time-management skills.
• Strong attention to detail and the ability to manage multiple priorities.
• Experience coordinating meetings and ideally taking minutes and following up actions.
• Good written and verbal communication skills.
• Confidence dealing with colleagues, senior stakeholders and external suppliers.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• A proactive, flexible and collaborative approach.
• Experience supporting project or professional services teams would be advantageous.

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, 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.