Office Management Assistant

6 months ago

Manchester, United Kingdom Mace Full time

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.

The project: Various projects within the North region based in Manchester

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

The Office Management Assistant will support the UK North Director and Northern region team by providing high quality, effective and timely office and administrative management, as well as driving a positive culture and role modelling our behaviours. To also support more widely on business management tasks. The role is based in Manchester but includes management of all our UK North offices, currently Manchester and Leeds.

You’ll be responsible for:

- Managing the day-to-day running of the office including raising and receipting purchase requisitions, distributing post, monitoring and ordering office supplies, managing the desk booking and meeting room schedules, updating internal notice boards. This may include managing other people directly or indirectly, such as administrators.
- Managing office health and safety, including updating risk assessments, conducting office inspections, being a named first aider and fire marshal (training provided).
- Liaising with third parties to carry out regular office maintenance and resolve ad hoc office issues (e.g. testing/maintenance of fire alarms, fire extinguishers, electrical equipment, emergency lighting etc.).
- Managing and updating office documentation (e.g. H&S folders, risk assessments, asset register etc.) in accordance with BSI requirements and supporting the head of quality assurance with annual office audits.
- Supporting sustainability reviews and championing responsible business and wellbeing practices throughout the office.
- Implementing and maintaining office administrative systems while actively identifying opportunities to improve processes and procedures.
- Managing regional mailboxes, calendars and distribution lists and supporting the Business Manager in disseminating internal comms.
- Processing new starters and leavers - liaising with HR, IT and building services, delivering office inductions, prepping line managers with all onboarding documents and checklists.
- Being a superuser of company financial and quality management systems to support internal teams and signpost to further support where needed
- Supporting internal departments as required with preparing and formatting documents including letters, presentations and reports, booking transport and accommodation, printing and binding documents.
- Supporting with the organisation of corporate events including socials, wellbeing, fundraising, volunteering, internal comms and client events
- Providing business management support, such as diary management and business management tasks for the UK North Director as required.

You’ll need to have:

- Experience using financial management and quality management systems.
- Knowledge of property consultancy and/or construction industries.
- Knowledge of workplace health and safety requirements.
- You are digitally savvy - a competent user of MS Office, Outlook and Teams. You are familiar with Oracle.
- Ability to build lasting relationships and provide support to strong, motivated multi-disciplinary teams.
- Experience as an administrator/office manager in a construction or consultancy background and be hungry to grow your career and enjoy the opportunities Mace has to offer.

I-Hybrid

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