Office Management Assistant

6 days ago

Cape Town, Western Cape, South Africa Mace Full time

At Mace, we strive to expand the horizons of ambition. Our mission is to create environments that are responsible and impactful, positively influencing our teams, communities, and societies worldwide. To explore more about our mission, culture, and priorities, please visit our website.

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

The project:

Development, design, and execution of advanced metering infrastructure.

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

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

Your role will involve assisting in the smooth operation of the office and providing support in coordinating team activities.

This position offers limited flexibility, which can be discussed, but it is anticipated that a significant portion of standard working hours will be spent in the office.

You will report directly to the regional director while supporting various project managers across different initiatives as detailed in your responsibilities.

Your responsibilities will include:

  • Coordinating accounting arrangements with suppliers for services such as courier, printing, stationery, PPE, and signage.
  • Scheduling meeting rooms for all gatherings and organizing refreshments or meals for client meetings.
  • Preparing agendas, taking minutes, following up on action items, and distributing meeting notes.
  • Ordering and managing toner supplies for printers.
  • Updating and coordinating monthly progress reports.
  • Assisting with monthly reporting, including client reports and contract reviews.
  • Contributing to the creation of internal and external presentations for team meetings.
  • Maintaining the email distribution list for projects.
  • Facilitating new employee onboarding, including HR documentation and IT requests.
  • Organizing internal and external events.
  • Tracking new hires and departures, as well as training requirements.
  • Maintaining staff training records and ensuring compliance with training updates.
  • Ensuring all project-related pages and profiles are current.
  • Assisting with travel arrangements as requested by the team.
  • Keeping records of holidays and absences while fostering relationships with various internal stakeholders.
  • Performing general clerical tasks for senior management and the broader team, including printing, photocopying, room bookings, and filing.
  • Collaborating towards the shared goal of achieving net-zero carbon emissions and actively identifying and managing related carbon impacts during project execution.

To be successful in this role, you will need:

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

Additionally, you should possess:

  • Excellent written and verbal communication skills, along with strong presentation abilities.
  • Experience in a construction or consultancy setting.
  • Effective personal management skills, including stakeholder engagement and relationship building.
  • An understanding of how sustainability and carbon considerations will influence the projects you work on.

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

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

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