Office Administrator

4 weeks ago

Bridgwater, Somerset, United Kingdom Mace Full time

At Mace, we are committed to reshaping the limits of ambition. Our mission is to create environments that are responsible and have a transformative impact on our people, communities, and societies globally. To discover more about our mission, culture, and priorities, please visit our website.

Within our consultancy division, we leverage our unique blend of cutting-edge practical expertise and project delivery consultancy to unlock the potential in every endeavor.

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

  • Safety first - Ensuring everyone returns home safe and sound.
  • Client focus - Fulfilling our commitments.
  • Integrity - Upholding ethical standards in all actions.
  • Create opportunity - Empowering our team to excel.

We are currently engaged in a significant construction project, which is the first new generation of nuclear power stations in the UK in three decades. This initiative represents one of the largest construction undertakings in Europe. Upon completion, the two new nuclear reactors will supply zero-carbon electricity to approximately six million homes.

Key Responsibilities:

  • Facilitate the onboarding process for new team members, including the procurement of IT equipment and mobile devices.
  • Collaborate with all team members to ensure clarity regarding administrative processes.
  • Utilize appropriate tracking tools and provide project updates as necessary.
  • Establish and maintain electronic filing systems.
  • Ensure all personnel complete and regularly update their 'Infomace' staff homepage.
  • Archive all project documentation and maintain comprehensive records for client handover upon project completion.
  • Assist with IT issues for program staff and order new IT equipment or mobile devices as needed.
  • Engage with other administrative functions, office managers, and PAs within the program or broader organization.
  • Aid in organizing program-related events in collaboration with other teams.
  • Support all aspects of accommodation, mobilization, and demobilization.
  • Coordinate site visits for both clients and program staff.
  • Format and process documents, including job descriptions, CVs, and other materials for client submission and approval.
  • Maintain organizational charts, personnel directories, and distribution lists.
  • Organize pre-employment and annual renewals for drug and alcohol assessments and fitness evaluations, and maintain a tracking system.
  • Send program-related calendar invitations to new hires and remove them upon departure.
  • Attend program-related meetings and take minutes as required.

Required Qualifications:

  • Adaptability and flexibility in a dynamic work environment.
  • Strong oral, written, presentation, and group facilitation skills.
  • Excellent interpersonal and supervisory abilities, with a capacity to lead, coach, and manage others.
  • Strong planning, organizational, and project management skills.
  • Proficiency in Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
  • Passionate about creating a sense of belonging, aligned with our vision and program ideology.
  • Commitment to inclusivity, treating all individuals with respect and fostering diverse thinking.
  • Driven to deliver excellence and identify opportunities for improvement.
  • Integrity in collaboration and communication.
  • Commitment to health, safety, and well-being, with safety as a core value.
  • Dedication to environmental stewardship and sustainable practices.
  • Focus on work-life balance and overall happiness.
  • Willingness to challenge the status quo for a better future.
  • Value-driven approach, focused on future needs and innovative solutions.
  • Commitment to continuous evolution from both economic and people perspectives.

Additional Requirements:

  • Previous experience in a fast-paced project environment is essential.
  • Candidates must be prepared to undergo and pass any necessary security clearance procedures as required by clients.
  • Candidates will be required to complete pre-employment drug and alcohol assessments and fitness evaluations, which will be conducted annually.

Mace is an inclusive employer and encourages applications from a diverse range of candidates. Even if you do not meet all the criteria, we invite you to apply, as you may still be the ideal candidate for this position or another role within our organization.

We are also open to discussing part-time, flexible, and hybrid working arrangements if appropriate for the role.

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