Mace Overview

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

We are looking for a seasoned Senior Office Manager to ensure the efficient, smooth running of the office whilst working at pace in a corporate environment. The role will be supported by an Assistant Office Manager/Receptionist.

Following the recent separation of the Mace business with Mace Consult now a stand-alone organisation there couldn’t be a more exciting time to join! Towards the end of the year we will be moving our HQ in London and this will be a big part of your role in assisting the smooth transition!

Note: This will require to be onsite 5 days a week.

You’ll Be Responsible For

• Coordinating and overseeing all office operations, including facilities management, supply procurement, and staff scheduling.
• Working with the Mace Secure team to ensure compliance with ISO standards.
• Overseeing and managing the interface with the FM provider to ensure effective service delivery.
• Managing meeting rooms ensuring they are being used efficiently (no shows bookings are released).
• Ensuring the office is kept to a high standard of cleanliness and meeting rooms are always ready for use.
• Ensuring desk allocation/team rotas are managed clearly and efficiently.
• Liaising with landlord team on a day-to-day basis.
• Ensuring all team members are aware of administration processes, to ensure the office runs efficiently and smoothly.
• Acting as the first point of contact for senior management, staff, and external partners, ensuring clear and professional communication.
• Implementing and maintaining efficient administrative systems, processes, and policies to support business objectives.
• Arranging accounting facilities with suppliers of couriers, printing, stationery, and signage.
• Ordering and maintaining toner for printers.
• Updating email circulation list for office.
• Acting as the main point of contact for admin support and office-related queries.
• Arranging internal and external events.
• Developing effective working relationships with both internal and external stakeholders.
• Managing stakeholders.
• Managing sensitive information with absolute discretion and always upholding confidentiality.
• Encouraging a positive team environment, resolving issues and fostering collaboration among office staff.
• Pursuing continuous improvement in office procedures, proactively identifying opportunities to enhance productivity and efficiency.
• Adapting readily to shifting priorities in a fast-paced environment, using strong problem-solving skills to address challenges as they arise.
• Working collaboratively towards the common goal of net zero carbon transition and sharing responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.
• Client Catering e.g. teas/coffee/sandwiches.
• Management of Post and Postal/Delivery Strategy.
• Responsible for compliance with statutory and regulatory requirements and ensuring that appropriate inspections and testing regime are in place and completed.
• Undertake Office Risk Assessment with input from relevant stakeholders including senior management, employees, HSW Manager, landlord, etc.
• Coordinate/arrange completion of a Fire Risk Assessment by a competent person (Mace Consult or third party) or confirm that an adequate Fire Risk Assessment is in place by the client or landlord.
• Appointment of local Fire Wardens and First aiders.
• Defining the frequency of PAT Testing required based on guidance.
• Reviewing and addressing any feedback or complaints in relation to office HSW.
• Communicating HSW risks and associated controls to Mace Consult employees, contractors, and visitors.
• Supporting employees on any reasonable adjustments required based on their personal needs, Personal Risk Assessment or DSE assessments in relation to the office environment. Reasonable adjustments must be made with HR Business Partner.
• Coordinating maintenance activities that Mace Consult is responsible for to meet legal requirements and this guidance or other aspects of the HSW Management system e.g. legionella procedure, fire standard, etc.
• Keeping and maintaining up to date personal emergency evacuation plans (PEEP’s).
• Establishing process for managing visitors to site, this should include how visitor adjustments should be requested and communicated prior to visitors attending site.
• Establishing a response process for the activation of emergency alarms e.g. pull cord alarms/panic alarms including liaison with landlord, etc., if required.