Hybrid Assistant Office Manager - Project & Admin Pro

Mace; Greater London; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Hybrid working

Flexible hours

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Organisation

Time management

Attention to detail

Communication

Multitasking

Proactive

Collaboration

Tools

Outlook

Word

Excel

PowerPoint

Job description

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.