At Mace, our purpose is to redefine the boundaries of ambition.
We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe.
To learn more about our purpose, culture, and priorities, visit our .
Within our consult business, we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.
The project: To work in a dual role as office manager/accounts payable to ensure smooth and efficient running of the office, whilst carrying out a range of administrative tasks for the project team/s.Our values shape the way we consult and define the people we want to join us on our journey, they are: Safety first - Going home safe and well Client focus - Deliver on our promise Integrity - Always do the right thing Create opportunity - For our people to excel Works with the office manager to ensure smooth and efficient running of the office, whilst carrying out a range of administrative tasks for the project team/s.You'll be responsible for: Supporting diary management for project director/project manager.
Ensuring team members are aware of administration processes.
Assisting with set up project office, for example arrange IT equipment and office furniture.
Creating and maintains electronic and hard copy filing systems.
Ensuring staff have complete and regularly update their 'Infomace' staff home page.
Arranging the set-up project email addresses and outlook mailboxes for the project, performing regular filing of project inbox emails.
Processing all incoming correspondence and produce all outgoing correspondence and records in accordance with the Mace Way.
Placing orders from Mace suppliers.
Assisting in the booking of meeting rooms for all meetings arranging refreshments/lunches for client/external meetings.
Managing petty cash and reconciliations for accounts department and recovery.
Co-ordinating site visits for both client and project teams.
Managing site meeting room diary.
Processing invoices and credit notes for both suppliers and subcontractors (PO and NON-PO).
Generating weekly payment runs.
Running holds reports for unpaid invoices.
Dealing with queries - telephone/email/face to face.
Reconciling supplier statements.
Managing Intercompany journals/invoices.
Maintaining supplier & subcontractor account information.
Owning document control, i.e.
attaching and/or sending for scanning.
Providing Ad Hoc duties and support.
Processing supplier and subcontractor invoices, generating weekly payment runs and supporting reports, liaising with site and suppliers' re-payments and invoice queries.
Providing informal guidance to more junior roles.
You'll need to have: Demonstrated experience of IT skills covering Excel, Word, Outlook and PowerPoint.
Demonstrated typing skills/ability.
Relevant experience in an administration role.
Good knowledge of transactional accounting and closing processes.
Good understanding of professional accounting standards.
Good understanding of cost accounting and management.
Excellent analytical and problem-solving skills.
Excellent time management and organisational skills.
Acute focus on detail with very high standards with regards to delivering service.
Mace is an inclusive employer and welcomes interest from a diverse range of candidates.
Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.
We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.
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