The opportunity
To perform a wide range of administrative and office support activities for
the Mace facilities management department to facilitate the efficient
operation of the service team. The ideal candidate will be process-oriented,
pay close attention to detail and have analytical thinking skills.
Your responsibilities will include:
* Maintaining electronic and hard copy filing systems.
* Preparing and modifying documents including reports, drafts, memos and emails.
* Preparing agendas for meetings and prepare schedules. Recording and distributing minutes of meetings.
* Maintaining office supply inventories.
* Printing and validating access cards for the door entry system.
* Updating the helpdesk system, generate reports and close off jobs as required.
* Helping preparing tender documents, pre-qualification questionnaires and requests for proposals.
* Maintaining team's leave schedule.
* Maintaining all documentation both hard and soft copy for operational project along with distribution of monthly minutes and invoicing with supporting documentation, not limited to time and attendance checks for Mace and service partners. Mace and service partner invoices and supporting documents checks. Maintaining the Mace internal inspections tracker. Maintaining the Mace and service partner visa, Emirates ID details (as part of the access card tracker).
* Ensuring at all times that they carry out their work safely and with due regard for others in accordance with HS&E procedures and instructions, contractual, legislative and local requirements.
* Reporting immediately any non-conformance, unsafe act or unsafe condition 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.
About you
You have a diploma in administration or relevant qualification. Proficiency
with the use of Microsoft Office. Ability to use a variety of software
packages, including Word, Outlook, PowerPoint, Excel, Access, to produce
correspondence documents, presentations, spreadsheets and databases. Knowledge
all of principles and practices of office management.
You are digitally savvy, can build lasting client relationships and lead
strong, motivated teams. You will have a facilities management background and
be hungry to grow your career and enjoy the opportunities Mace has to offer.
Apply now for a confidential discussion.
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