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Information Management Administrator

3 months ago

London, Greater London, United Kingdom Mace Full time

Position status: This opportunity is for a secured role that is due to commence in September 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.

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

Provides document management and general administration support to the project team. Typically involves smaller projects where time is shared between the two disciplines.

You'll be responsible for:

  • Organises internal and external meetings and presentation, documents, equipment and refreshments where required.
  • Assists the commercial team with contracts and bids.
  • Orders office stationery and PPE; Ensuring the office is maintained within H&S standards and testing.
  • Maintains the electronic file sharing systems such as SharePoint and Aconex; Administer user access permissions.
  • System management ensures all new documents arriving on the system are quality checked as per standard procedures.
  • Creates, manages and updates distribution groups to ensure information flows to the correct organisations.
  • Maintains the project work package matrix and assign documents; accordingly, run in app reports as required by the project team.
  • Ensures the key processes such as the RFI process are working in accordance with the procedures.
  • Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

You'll need to have:

  • Comfortable with core IT systems such as MS365 experience of Aconex.
  • Understanding of core construction processes and information flows.
  • A proactive nature where potential issues are addressed before they occur.
  • Attention to detail for document control.

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.

Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the 'Refer a friend' feature found within the relevant job.