Office Management Assistant

6 days ago

Cape Town, Western Cape, South Africa Mace Full time

At Mace, we are committed to pushing the limits of ambition. Our mission is to create responsible environments that have a transformative effect on our people, communities, and societies worldwide. To explore more about our mission, culture, and values, please visit our website.

Within our Consulting division, we leverage our exceptional blend of cutting-edge practical expertise and project delivery consultancy to unlock the full potential of every initiative.

The Project:

We are involved in the planning, design, and execution of advanced metering infrastructure.

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

  • Safety First - Ensuring everyone returns home safe and sound.
  • Client Focus - Delivering on our commitments.
  • Integrity - Upholding ethical standards in all actions.
  • Creating Opportunities - Enabling our team members to thrive.

This role is essential for the smooth operation of our office and involves supporting the coordination of team activities.

While the position offers limited flexibility, it is expected that the majority of standard working hours will be spent in the office.

You will report directly to the regional director while providing support to various project managers across different assignments.

Your Responsibilities Will Include:

  • Managing accounting arrangements with suppliers for services such as courier, printing, stationery, PPE, and signage.
  • Scheduling meeting rooms and organizing refreshments for client meetings.
  • Preparing agendas, taking minutes, following up on action items, and distributing minutes.
  • Ordering and maintaining printer toner supplies.
  • Coordinating and updating monthly progress reports.
  • Assisting with monthly reporting, including client reports and contract reviews.
  • Contributing to the preparation of internal and external presentations for team meetings.
  • Updating email distribution lists for projects.
  • Facilitating the onboarding process for new starters, including HR documentation and IT orders.
  • Organizing internal and external events.
  • Tracking new hires and departures, as well as maintaining training records.
  • Ensuring all project-related pages and profiles are current.
  • Assisting with travel arrangements as requested by the team.
  • Maintaining records of holidays and absences while developing relationships with internal stakeholders.
  • Performing general clerical duties for the senior team, including printing, photocopying, and filing.
  • Collaborating towards the common goal of achieving net-zero carbon transition and proactively managing associated carbon emissions.

To Be Successful, You Will Need:

  • A relevant qualification or equivalent experience.
  • Demonstrated experience in a similar role.
  • Advanced proficiency in IT tools, including the MS Office 365 suite and data analysis tools, along with experience in Oracle and web-based applications.
  • Strong skills in MS Excel and PowerPoint.
  • Familiarity with office management systems.

Additionally, You Should Have:

  • Excellent written and verbal communication skills, along with strong presentation abilities.
  • Experience in a construction or consultancy setting.
  • Effective stakeholder management skills and the ability to build lasting client relationships.
  • Understanding of how carbon and sustainability considerations impact project outcomes.

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

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

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