Project Administration Assistant

1 month ago

Oxford, Oxfordshire, United Kingdom Mace Full time

Position status: This opportunity is for a secured role that is due to commence in October 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 construct 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 wellClient focus - Deliver on our promiseIntegrity - Always do the right thingCreate opportunity - For our people to excel

Provides support to ensure smooth and efficient running of the office, whilst carrying out and assisting with a range of administrative tasks for the project team/s.

You'll be responsible for:

Supports diary management for project director/project manager alongside office managerAssist with set up project office, for example arrange IT equipment and office furniture.Creates and maintains electronic and hard copy filing systems.Arranges the set-up project email addresses and outlook mailboxes for the project, performing regular filing of project inbox emails.Processes all incoming correspondence and produce all outgoing correspondence and records in accordance with the Mace way.Archives all project documentation and retain complete records for hand over to client upon project completion.Places orders from Mace suppliers.Assists in the booking of meeting rooms for all meetings arranging refreshments/lunches for client/external meetings.Maintains a log of Mace training records and arrange tests/training when required.Provides administrative support, typing letters, minutes reports etc. as necessary.Assists in the coordination of site visits for both client and project teams. May provide supervision, work allocation & guidance to more junior roles.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:

Good IT skills covering Excel, Word, Outlook and PowerPoint.Relevant experience in an administration role.

You'll also have:

Experience of web-based applications/software.Knowledge and use of document control systems.Previous experience in within construction industry.PA experience, i.e. diary management.

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.

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