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MacePeople
,
London, Greater London
Personal Assistant/Administrator
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Job Type: Full-time |
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Overview
Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 6,000 people across North America, Europe, Middle East, North Africa, Sub-Saharan Africa, India and Asia Pacific. The opportunity Be a part of our construction business that has delivered some of the most recognised and celebrated projects, from fixed price contracting to construction management and everything in between. The administrator role is fast-paced, dynamic and challenging role supporting a busy director and team. The role holder is responsible for full diary management, as well as expenses, correspondence, general admin and data entry for the group compliance or group quality director. As well as supporting the service excellence team. S/he will maintain a number of core support functions for the smooth and efficient running of budgeting, HR-related process, IT-related orders and process, customer relationships, supplier liaison, audit notifications and correspondence and general office management as required. Your responsibilities will include: Managing all enquires including delegation, decision making and drafting responses including phone, email, correspondence and face-to-face. Overseeing, managing and redirecting all incoming enquires via web, post and phone to represent Mace. Collating and researching proposals and reports as required. Handling confidential data with complete discretion. Managing the diary related planning and management including prioritisation, room bookings and daily briefing packs, meeting reminders, guest retrieval and room setup/catering as required. Supporting the management team to ensure they’re prepared, protected and are managing their time effectively. Making decisions in relation to purchasing, stock control, company data requests and enquiries on behalf of the team. Advising senior management of any impending work deadlines and commitments. Processing and approving expenses for the senior management team. Reconciling and managing the department expenses in compliance with Mace policies. Collating and arranging approval of all team invoices. Processing of timesheets senior management team. Managing the data capture, health check and quality of timesheet reporting on Agresso. Managing the absence and monthly absence reporting. Arranging new starters and leavers processes, liaising with HR, IT and building services and ensuring a smooth transition for the department’s people. Ensuring the senior management team has completed all HR requirements as per the annual HR calendar. Managing all orders, stock control and distribution for the department including stationery, business cards, IT equipment and corporate merchandise. Managing the collection and distribution of the department’s post and deliveries. Overseeing the security, upkeep and tidiness of the department’s office environment including the library, storage areas and enforcing a clear desk policy. Maintaining the communications pages on the company’s intranet website - Infomace. Organising the regular team meetings which include recording actions and supporting the creation of an interesting and relevant agenda. Booking hotel and travel for the department and ensuring correct approvals are achieved in advance and in accordance with budget allocations. Regulating the department’s responsibilities under the information security and business continuity policy. About you With relevant professional qualifications. Standard administrative skills and experience. A proven understanding of project management techniques. Proficient in the use of Microsoft Office (particularly Word, Excel, PowerPoint), Adobe Acrobat and SharePoint. With a very high standard of written and spoken English - confident at communicating at all levels. Skill in editing copy to correct grammar, spelling, punctuation and to house style. Skill in setting priorities that accurately reflect the relative importance of job responsibilities. Ability to establish and maintain good working relationships with team, colleagues and consultants/suppliers and stakeholders in a professional, consistent manner. Ability to exercise judgment to solve tactical problems where the answer is not apparent. Great interpersonal skills. A team player who can motivate others. Proactive, positive and organised. Strong attention to detail and error-free delivery. Takes pride in presentation and quality of own work. Flexible and open to changing priorities and managing multiple tasks simultaneously within compressed timeframes. Rewards and recognition With Mace, you will deepen your knowledge and skills, work with inspiring colleagues, influential clients and get to see the world. We invest in our people and provide a strong benefits package including private medical insurance allowance and health and wellbeing commitment that includes 2 volunteer days a year. "Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel."