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Administrative Coordinator

2 months ago

Bridgwater, Somerset, United Kingdom Mace Full time
About the Role

Mace is a leading international consultancy and construction company that is redefining the boundaries of ambition. We are seeking an experienced Administrative Coordinator to join our team and support the delivery of our projects.

Key Responsibilities
  • Support the onboarding process for new starters, including the ordering of IT equipment and mobile phones.
  • Engage with team members to ensure they have visibility of administration processes.
  • Use trackers and provide project reporting as required.
  • Create and maintain electronic filing systems.
  • Ensure all staff complete and update their staff home page.
  • Archive project documentation and retain complete records for handover to clients.
  • Support with IT issues and order new equipment as requested.
  • Engage with other administration functions and office managers within the programme or wider businesses.
  • Support the arrangement of programme-related events in coordination with other teams.
  • Support all aspects of accommodation, mobilisation, and demobilisation.
  • Coordinate site visits for clients and programme staff.
  • Document formatting and processing, including job descriptions, CVs, and other documents for client submission and approval.
  • Maintain org charts, people directories, and distribution lists.
  • Organise pre-employment and yearly renewals for drug and alcohol and fitness assessments and maintain trackers.
  • Send programme-related calendar invites to new starters and remove upon leaving.
  • Attend programme-related meetings and take minutes as required.
Requirements
  • Flexibility and ability to adapt to a changing work environment.
  • Well-developed oral, written, presentation, and group facilitation skills.
  • Good interpersonal and supervisory skills with an ability to lead, coach, and manage others.
  • Strong planning, organisational, and project management skills.
  • Proficient with Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
  • Passion-driven, with a sense of belonging, aligned to the company's vision and programme ideology.
  • Act inclusively, treating all with respect and driving diverse thinking – open-minded and act inclusively.
  • Delivering excellence – outcome-driven, identifying opportunities.
  • Integrity – complimentary and collaborative.
  • Embed and embrace a culture of health, safety, and wellbeing, with safety at the heart of everything we do.
  • Safeguarding and protecting the planet – adopting a sustainable approach, making the right decisions to protect our world.
  • Project-life balance – happiness.
  • Challenging the status quo in pursuit of a better future – best in class and ahead of the curve, open to change.
  • Value-led approach – driven by future needs, bringing a better solution.
  • Ever-evolving – sustainable economically and people perspective.
What We Offer
  • Past experience working in a fast-moving project environment is essential.
  • Candidates will be expected to undertake and pass any relevant security clearance procedures per the needs of clients.
  • Candidates will be expected to undertake a pre-employment drugs and alcohol and fitness assessment, which is a client requirement and will be carried out on a yearly basis.
Why Mace?

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. We are open to discussing part-time, flexible, and hybrid working options if suitable within the role.