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Assistant Office Manager for Mace | Onsite CT

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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:

Planning, design and implementation of advanced metering infrastructure in Cape Town.

Our values shape the way we consult, and define the people we want to join us on our journey:

  • 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

Assists in the efficient running of the office. Provides support in coordinating activities of a team.

The job offers limited flexibility which can be discussed, although it expected that 70% standard working hours is spent in the Cape Town office.

You will be reporting directly to the regional director but will be supporting various project managers on different projects as outlined in the responsibilities.

You’ll be responsible for:

  • Arranges accounting facilities with suppliers of couriers, printing, stationery, PPE and signage.
  • Books meeting rooms for all meetings and arrange refreshments/lunches for client/external meetings.
  • Creates agendas; minute taking, chasing actions and distributing minutes.
  • Orders and maintains toner for printers.
  • Coordinates and updates monthly progress ratings.
  • Supports monthly reporting – client report and contract review.
  • Contributes to the preparation of internal and external presentations – monthly/weekly team meeting and etc.
  • Updates email circulation list for project.
  • Arranges new starter set up, HR forms, IT ordering and etc.
  • Arranges internal and external events.
  • Tracks new starters/leavers and training matrix.
  • Assists in maintain staff training records and ensuring training is up to date.
  • Ensures all Infomace pages/CVs and project profiles are up to date.
  • Assists with booking travel – as requested by team, trains and hotels.
  • Maintains holiday and absence records. Develops working relationships with (range of) internal stakeholders.
  • Performs generic clerical duties for the senior and wider team such as printing, photocopying, room bookings, filing and etc.
  • Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

You’ll need to have:

  • Relevant qualification or equivalent standard of experience.
  • Proven relevant experience in a similar role.
  • Advanced use of IT tools including MS Office 365 suite and data analysis tools. Have working experience on Oracle. Experience in using web-based applications/software.
  • Proficient in MS Excel and PowerPoint.
  • Knowledge and use of office management systems.

You’ll also have:

  • Comprehensive written, verbal communication and presentation skills.
  • Experience in a construction or consultancy environment.
  • Personal effectiveness e.g. stakeholder management. Experience in building lasting client relationships and providing support to strong, motivated teams.
  • Knowledge of how carbon and sustainability considerations will shape the outlook of the projects you are working on.
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