Administrative Coordinator

1 week ago

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

Mace is seeking an experienced Administrative Coordinator to join our team. As a key member of our programme, you will play a vital role in ensuring the smooth operation 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.
  • Coordinate site visits for clients and programme staff.
  • Document formatting and processing, including job descriptions and CVs for client submission.
  • Maintain org charts, people directories, and distribution lists.
  • Organise pre-employment and yearly renewals for drug and alcohol and fitness assessments.
  • 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 vision and programme ideology.
  • Act inclusively, treating all with respect and driving diverse thinking.
  • Deliver excellence, with an outcome-driven approach, identifying opportunities.
  • Integrity, with a complimentary and collaborative approach.
  • 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.
  • Project-life balance, with a focus on happiness.
  • Challenging the status quo in pursuit of a better future, with a best-in-class approach.
  • Value-led, with a focus on future needs and bringing a better solution.
  • Ever-evolving, with a sustainable approach economically and for people.
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.

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.

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