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Office Support Specialist

2 months ago

Cape Town, Western Cape, South Africa Mace Full time
About the Role

Mace is seeking a highly organized and detail-oriented Office Support Specialist to join our team in Cape Town. As an Office Support Specialist, you will play a critical role in ensuring the efficient running of our office, providing support to our project managers, and contributing to the success of our projects.

Key Responsibilities
  • Arrange accounting facilities with suppliers of couriers, printing, stationery, PPE, and signage.
  • Book meeting rooms for all meetings and arrange refreshments/lunches for client/external meetings.
  • Create agendas, minute taking, chasing actions, and distributing minutes.
  • Order and maintain toner for printers.
  • Coordinate and update monthly progress ratings.
  • Support monthly reporting - client report and contract review.
  • Contribute to the preparation of internal and external presentations - monthly/weekly team meeting, etc.
  • Update email circulation list for project.
  • Arrange new starter setup, HR forms, IT ordering, etc.
  • Arrange internal and external events.
  • Track new starters/leavers and training matrix.
  • Assist in maintaining staff training records and ensuring training is up to date.
  • Ensure all Infomace pages/CVs and project profiles are up to date.
  • Assist with booking travel - as requested by team, trains, and hotels.
  • Maintain holiday and absence records.
  • Develop working relationships with internal stakeholders.
  • Perform generic clerical duties for the senior and wider team such as printing, photocopying, room bookings, filing, etc.
  • Work 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.
Requirements
  • 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.
About Mace

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. We are committed to creating a workplace that is respectful, inclusive, and supportive of all employees. We believe in the importance of diversity and inclusion and are committed to creating a workplace that reflects the diversity of our clients and communities.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role. (Dependent on geography with BUD approval).