Assistant Office Manager

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

Job description

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Sector: Administration and Secretarial
Role: Assistant
Contract Type: Permanent
Hours: Full Time

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.

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

The 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.

Company

If 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.

Fortune favours the brave - and so do we

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 – whatever your passion, we have an opportunity that will bring out the best in you.

Reward and recognition

We 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 down.
• Contributory pension scheme.
• Life assurance.
• Highly competitive maternity and paternity package.
• Reimbursement of professional subscriptions and membership fees.
• Season ticket loan.
• Annual health screening.
• Private medical insurance.
• Sponsorship of education schemes (on approval).
• Continuous on the job training and development.
• Cycle to work scheme.

We 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. We offer enhanced family leave, as well as options for flexible working and alternative working patterns to support and improve the work-life balance of our employees.

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.

At Mace we appreciate the differences that everyone brings to work and we recognise the importance of people being free to be themselves.

Regardless of age, sex, marital status, sexual orientation, disability, race, colour, nationality, ethnic or national origin, religion, or affiliation to any political party, we embrace diversity and believe in creating an inclusive environment where every Mace person is treated equally, fairly and with respect.

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 to support their aim to create an inclusive and diverse workplace for everyone.

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. It is located on our intranet site, our website and job vacancy platform.

Mace are member of the Business Disability Forum, giving access to a wide range of resources and information. Our line managers have access to their confidential support line.