Project Administrator
- Employer
- Mace
- Location
- Ireland
- Salary
- Competitive
- Closing date
- 30 Sep 2024
View more categoriesView less categories
- Sector
- Construction and Building Services
- Role
- Administrator
- Contract Type
- Permanent
- Hours
- Full Time
Job Details
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 strategy site.
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
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.
- 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.
We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.
Please remember the Employee Referral Scheme and if there are any talented people you can recommend, just click the button and use the 'Refer a friend' feature found within the relevant job.
Company
If you can bring a different perspective to help us shape the cities of tomorrow, take a look at the opportunities we have to join us.
Fortune favours the brave - and so do we
At Mace we empower our people to be collaborative, curious and embrace their entrepreneurial spirits. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most challenging and inspiring projects around the world.
You might be part of our healthcare team delivering critical hospital care units, or our education team creating schools to inspire our future leaders. You could be a graduate working on the world’s tallest building, or be managing the construction of world-leading cultural landmarks. Whatever your passion, we have an opportunity that will bring out the best in you.
At Mace we want you to feel comfortable from day 1, so for any questions about a career at Mace, including application advice, please contact paul.deaville@macegroup.com for a confidential chat.
Our clients say that it’s our people that make the difference
Our people think harder, do better and go further. Every day at Mace is an opportunity to think and do things differently. We were founded more than 30 years ago, and every day our entrepreneurial culture plays a huge role in our success. We exist to seek out the world’s most interesting projects that challenge and excite us.
We want our employees to thrive and achieve their highest potential. We are passionate about creating an environment that provides opportunities for the most stimulating and fulfilling careers. We encourage innovation and welcome new perspectives by attracting and developing people with diverse talent who inspire our thinking, challenge our solutions and enhance our culture.
At Mace you can deepen your knowledge, expand your skills, see the world and get to work with both inspiring colleagues and influential clients – whatever your passion, we have an opportunity that will bring out the best in you. But don’t just take our word for it; below you can see what some of our people had to say.
Reward and recognition
We invest in our people and provide a strong benefits package, which in the UK includes:
- 22 days of holiday, plus two ‘Mace Days’ to support work-life balance, bank holidays and December holiday shut down
- Contributory pension scheme
- Life assurance
- Highly competitive maternity and paternity package
- Reimbursement of professional subscriptions and membership fees
- Season ticket loan
- Annual health screening
- Private medical insurance
- Dental plan
- Sponsorship of education schemes (on approval)
- Continuous on the job training and development
- Cycle to work scheme
- Childcare voucher scheme
- Our international benefit packages are comparable. Please contact our recruitment team for more information.
We know that many parents can face challenges when balancing the demands of work and their home lives. At Mace, we fully support our people when they choose to balance their career with family life. We offer enhanced family leave, as well as options for flexible working and alternative working patterns to support and improve the work-life balance of our employees.
Our performance management and appraisal approach is based on ability and talent. Top performers are recognised for both their contribution to projects and their broader contribution to the business.
At Mace we appreciate the differences that everyone brings to work and we recognise the importance of people being free to be themselves.
Regardless of age, sex, marital status, sexual orientation, disability, race, colour, nationality, ethnic or national origin, religion, or affiliation to any political party, we embrace diversity and believe in creating an inclusive environment where every Mace person is treated equally, fairly and with respect.
We are proud partners of Stonewall’s global diversity champions programme that ensures all LGBT+ staff are accepted without exception at Mace.
Mace’s corporate purpose statement is ‘Redefining the boundaries of ambition’.
Support for disabled employees is provided by:
Our recruitment and HR Teams have undertaken disability awareness training and are eager to provide an inclusive and accessibility experience to job applicants and new colleagues.
Enabled at Mace – employee network. Its aims are to support its members and, to "to raise awareness and remove barriers around disability, neurodiversity and other impairments” to support their aim to create an inclusive and diverse workplace for everyone.
Disability Confident – We are using the requirements of the government scheme to create an inclusive environment for disabled job applicants and existing colleagues.
Clear Assured – an externally verified accreditation around equality, diversity and inclusion practice across our business, driving improvements to our policies, processes and practices.
Recite Me – an assistive technology tool that provides access support to all employees. It is located on our intranet site, our website and job vacancy platform.
Mace are member of the Business Disability Forum, giving access to a wide range of resources and information. Our line managers have access to their confidential support line.
Silver Clear Assured Award
ridi - Recruitment Industry Disability Initiative Awards 2021 - Highly Commended Category
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