Project Support Coordinator

3 weeks ago

Oxford, Oxfordshire, United Kingdom Mace Full time

At Mace, we strive to push the limits of ambition. Our mission is to create environments that are responsible and impactful, benefiting our people, communities, and societies worldwide. To discover more about our mission, culture, and priorities, please visit our website.

Within our construction division, we leverage our exceptional blend of practical expertise and project delivery consultancy to realize the full potential of every initiative.

Our core values guide our consulting approach and define the type of individuals we seek to join our journey:

  • Safety First: Ensuring everyone returns home safe and sound.
  • Client-Centric: Fulfilling our commitments.
  • Integrity: Upholding ethical standards in all actions.
  • Creating Opportunities: Empowering our team to thrive.

This role involves providing essential support to facilitate the seamless operation of the office while assisting with various administrative duties for the project teams.

Your responsibilities will include:

  • Managing the schedules for the project director and project manager in collaboration with the office manager.
  • Assisting in the establishment of the project office, including arranging IT equipment and office furnishings.
  • Developing and maintaining both electronic and physical filing systems.
  • Setting up project email accounts and Outlook mailboxes, ensuring regular organization of project inbox emails.
  • Handling all incoming correspondence and preparing outgoing communications in line with Mace standards.
  • Archiving all project documentation and maintaining comprehensive records for client handover upon project completion.
  • Ordering supplies from Mace-approved vendors.
  • Coordinating the booking of meeting rooms and arranging refreshments for client and external meetings.
  • Keeping a record of Mace training documentation and organizing training sessions as needed.
  • Providing administrative assistance, including typing letters, minutes, and reports as required.
  • Facilitating site visits for both clients and project teams.
  • Potentially supervising and guiding junior staff members.
  • Collaborating towards the shared goal of achieving net-zero carbon emissions and taking responsibility for identifying and managing carbon outputs during project execution.

To be successful in this role, you should possess:

  • Proficient IT skills, particularly in Excel, Word, Outlook, and PowerPoint.
  • Relevant experience in an administrative capacity.

Additionally, you should have:

  • Experience with web-based applications and software.
  • Familiarity with document control systems.
  • Prior experience in the construction sector.
  • Experience as a personal assistant, including diary management.

Mace is committed to inclusivity and encourages applications from a diverse range of candidates. Even if you do not meet all the specified criteria, we welcome your application as you may still be an ideal fit for this or another position within our organization.

We are also open to discussing flexible, part-time, and hybrid working arrangements where applicable.

#LI-Onsite

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