Assistant Office Manager

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

Manage projects to achieve agreed outcomes on time, within budget and quality standards. Provides day-to-day leadership, aligning teams to deliver objectives and KPIs. Manages risks, change processes, and internal fee targets, ensuring collaboration and excellence throughout project delivery.

We are looking for an organised, proactive and personable assistant office manager to support the efficient day-to-day running of a busy project office and provide coordination and administrative support to the wider team.

This is a varied, hands on role for someone who enjoys keeping an office organised, supporting colleagues and ensuring that meetings, reporting, records and general administration run smoothly.

You’ll be responsible for:

• Supporting the smooth day-to-day running of the office.
• Coordinating meetings, room bookings, refreshments and team events.
• Preparing agendas, taking minutes, tracking actions and distributing meeting notes.
• Supporting monthly client reporting and contract reviews.
• Assisting with presentations and materials for internal and external meetings.
• Coordinating new starter and leaver administration, including HR documentation and IT/equipment requests.
• Maintaining training records, training matrices and CSCS card information.
• Keeping holiday and absence records up to date.
• Arranging travel, including train and hotel bookings.
• Liaising with suppliers for stationery, couriers, printing, PPE and signage.
• Supporting petty cash administration and reconciliations.
• Maintaining project circulation lists, CVs and project profiles.
• Ordering and maintaining general office supplies.
• Providing general administrative support to senior colleagues and the wider project team.
• Building positive working relationships with internal stakeholders, project teams and external suppliers.
• Supporting the team's commitment to net zero carbon and the identification and reduction of carbon emissions.

You’ll need to have:

• Previous experience in an office administration, office coordinator, team assistant or assistant office management role.
• Excellent organisation and time-management skills.
• Strong attention to detail and the ability to manage multiple priorities.
• Experience coordinating meetings and ideally taking minutes and following up actions.
• Good written and verbal communication skills.
• Confidence dealing with colleagues, senior stakeholders and external suppliers.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• A proactive, flexible and collaborative approach.
• Experience supporting project or professional services teams would be advantageous.

Our values

Safety first - Going home safe and well: We champion a safe, diverse and inclusive working environment, understanding the importance of wellbeing in every team.

Client focus - Deliver on our promise: We own the quality of deliverables, strategic outcomes and build long term relationships with our clients.

Integrity - Always do the right thing: We influence positive outcomes within our industry, while always aligning with our compliance obligations.

Create opportunity - For our people to excel: We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable within the role.