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Administration Assistant

Posted: 14 August, 2019

Job Descriptoin

The company

Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 6,000 people across five global hubs in Europe, Middle East North Africa and India, North America, Asia Pacific and Sub-Saharan Africa.

Mace Macro offers a complete facilities management service for companies anywhere in the world. Operating as a consultancy, managing agent or principal contractor, with a client base that includes global brands in over 30 countries.

Four simple values guide our behaviour in our pursuit of a better way; Safety first - going home safe and well, Client focus - deliver on our promise, Create opportunity - for our people to excel, Integrity - always doing the right thing. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most complex and inspiring projects around the world.

The opportunity

Be a part of our facilities management business that oversees work for leading organisations across the public and private sectors around the world.

Our MENA hub started in 1998 and has successfully operated in a wide range of countries, delivering project and programme management, facilities management and cost consultancy services.

The role

Administration assistant

The administrator will undertake a range of administrative duties and support the completion of project reports and key deliverables. To support the Macro FM team with administration services.

Your responsibilities will include:
  • Utilising various software packages to produce correspondence, documents, presentations, spreadsheets and databases.
  • Maintaining document control records.
  • Supporting the team to produce standard high quality documents and deliverables in Microsoft Office and Project.
  • Ensuring day-to-day team support functions are carried out in relation to office security, stationery and office consumables, and the purchasing of other equipment and materials required by the team.
  • Providing minutes of key project meetings.
  • Developing an understanding of the key areas of project delivery to be able to provide support to all members of the project team.
  • Utilising the clients system for booking the use of site meeting rooms.
  • Liaising with staff to obtain and use local admin resources as necessary.
  • Coordinating the team requirements with Macro team.
  • Ensuring project admin services are delivered efficiently and effectively.
  • Ensuring appropriate Macro processes and procedures are followed.
  • Implementing and maintaining filing systems (both electronic and hard copy systems).
  • Organising and storing paperwork, documents and computer based information.
  • Handling facilities team meeting arrangements.
  • Managing other project related activity as required.
  • Ensuring at all times that they carry out their work safely and with due regard for others in accordance with HS’and’E procedures and instructions, contractual, legislative and local requirements.
  • Reporting any non-conformance, unsafe act or unsafe condition immediately to line management for investigation and corrective action.
  • Reporting immediately to line management if they sustain an injury or become ill whilst at work, or where they are directly involved in or witness any serious incident, dangerous occurrence or significant environmental pollution incident.
  • Notifying line management of any identified or suggested opportunity for improvement of the HSEMS and associated health, safety and environmental risk controls.
Your experience, knowledge and skills need to include:
  • Minimum of 3 years’ experience in FM.
  • Excellent communication skills both written and oral.
  • With knowledge in Microsoft Office.
  • With knowledge in Health and Safety.
  • Good organisation skills and detail oriented.
  • A team player and can do multitasking.
  • Ability to work under pressure and can work in a flexible hours.
  • Fast learning skills and resourceful.
  • Good IT skills.
  • A degree qualification in any field.

“Mace is an equal opportunity employer. We embrace diversity and are committed to creating an inclusive environment for our people to excel.”

Mace - 30+ days ago

How to Apply?