Assistant Office Manager

Mace Group; Manchester; On-site; GBP 25,000 - 45,000; Full time

Job description

Position status: This opportunity is for a secured role that is due to commence in May 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 delivery consultancy to unlock the potential in every 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

Assistant Office Manager will assist the UK North Director and north region team by providing high quality, effective and timely office and administrative management, as well as driving a positive culture and role modelling our behaviours. To also support more widely on business management tasks.

The role is based in Manchester but includes management of all our UK North offices, currently Manchester and Leeds.

You’ll be responsible for:

• Managing the day-to-day running of the office including raising and receipting purchase requisitions, distributing post, monitoring and ordering office supplies, managing the desk booking and meeting room schedules, updating internal notice boards. This may include managing other people directly or indirectly, such as administrators.
• Managing office health and safety, including updating risk assessments, conducting office inspections, being a named first aider and fire marshal (training provided).
• Liaising with third parties to carry out regular office maintenance and resolve ad hoc office issues (e.g. testing/maintenance of fire alarms, fire extinguishers, electrical equipment, emergency lighting etc.).
• Managing and updating office documentation (e.g. H&S folders, risk assessments, asset register etc.) in accordance with BSI requirements and supporting the head of quality assurance with annual office audits.
• Supporting sustainability reviews and championing responsible business and wellbeing practices throughout the office.
• Implementing and maintaining office administrative systems while actively identifying opportunities to improve processes and procedures.
• Managing regional mailboxes, calendars and distribution lists and supporting the business manager in disseminating internal comms.
• Processing new starters and leavers - liaising with HR, IT and building services, delivering office inductions, prepping line managers with all onboarding documents and checklists
• Being a superuser of company financial and quality management systems to support internal teams and signpost to further support where needed.
• Supporting internal departments as required with preparing and formatting documents including letters, presentations and reports, booking transport and accommodation, printing and binding documents.
• Supporting with the organisation of corporate events including socials, wellbeing, fundraising, volunteering, internal comms and client events.
• Providing business management support, such as diary management and business management tasks for the UK North Director as required.

You’ll need to have:

• Experience using financial management and quality management systems.
• Knowledge of property consultancy and/or construction industries.
• Knowledge of workplace health and safety requirements.
• You are digitally savvy - a competent user of MS Office, Outlook and Teams. You are familiar with Oracle.
• You can build lasting relationships and provide support to strong, motivated multi-disciplinary teams.
• Experience as an administrator/office manager in a construction or consultancy background and be hungry to grow your career and enjoy the opportunities Mace has to offer.
• Experience in using web-based applications/software.
• Knowledge and use of office management systems.
• Strong written and oral communication skills.
• Experience in building lasting client relationships and providing support to strong, motivated teams.

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.