Project Administrator / Office Manager

TN United Kingdom; London; Hybrid; GBP 100,000 - 125,000; Full time

Job description

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Project Administrator / Office Manager, London

Client:

Mace

Location:

London, United Kingdom

Job Category:

Other

EU work permit required:

Yes

Job Reference:

c2f2d597c19d

Job Views:

4

Posted:

18.04.2025

Expiry Date:

02.06.2025

Job Description:

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 website.

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
• Integrity - Always do the right thing
• Create opportunity - For our people to excel

You’ll be responsible for:

• Admin support to delivery partner leadership team: diary management, meeting room bookings, report and presentation drafting. Document Management of Mace SharePoint Site & Mace Contract Aconex Site. Maintaining a Meeting Calendar for the Mace Team. Establish / maintain programme directory, org chart, etc. (eventually across all suppliers & client) – including updates for invites, team distribution lists. Chasing team for training and mandatory Mace requirements. NEC training coordination.
• Onboarding of Mace Team including: CV Preparation, Security Liaison with MSecure (primarily for BPSS) and DEFRA personnel security, Invitations to meetings, DP “induction pack” Preparation and delivery to New Starters, Coordinating onboarding to secure systems – Aconex and SharePoint (with IMM Team), Arranging new Mace IT equipment, and Defra IT equipment where relevant, Raising Taleo requisitions, Coordinating BPSS applications on behalf of NBC team and liaising with MSecure, Offboarding support for access to information.
• Project Administrator for Mace systems: Administering and approvals for requisitions (for IT, PPE, contingent workers etc.) and expenses. Raising invoices (ref. AfP process below). Adding and removing participants in line with onboarding/offboarding. Supporting raising contract amendment forms. Supporting project administration on Infomace. Supporting management of pipeline, including prospects and leads, with central government pipeline lead. Other ad hoc tasks, e.g. adding offices. Supporting with the Mace Way (Engage) to chase outstanding actions and tasks, support with creation/maintenance of evidence documents. Supporting AfP process for expenses and timesheets.

You’ll need to have:

• Good IT knowledge covering Excel, Word, Outlook.
• Good typing skills.

You’ll also have:

• Experience of web-based applications/software.
• Knowledge and use of document control.
• Experience in an administration capacity with previous experience in a construction environment.

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.