Project Administrator / Office Manager

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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

Project Administrator/Office Manager Responsibilities

You will work with senior administrator/PAs to provide administration support to office/project team/s.

• 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 inc:
  • 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.
  • Support raising contract amendment forms.
  • Support project administration on Infomace.
  • Support management of pipeline, including prospects and leads, with central government pipeline lead.
  • Other ad hoc tasks, e.g. adding offices.
  • Support with the Mace Way (Engage) chase outstanding actions and tasks, support with creation/maintenance of evidence documents.
  • Supporting AfP process for expenses and timesheets.

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

• 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.

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