Administration Assistant

Job Description

The opportunityThis is an opportunity to be involved in the delivery of major sports stadia and associated projects in Saudi Arabia. Project: Mace is currently bidding for this programme which will require high-calibre and experienced people to lead teams throughout each phase of the project. Your responsibilities will include:

• Providing administrative support to the head of the commercial department for the delivery of new city-scale development.
• Planning and coordinating administrative procedures and systems and finding ways to streamline processes within the commercial department to drive continuous improvement.
• Ensuring the smooth and adequate flow of information within the commercial department and facilitating interactions with other departments.
• Managing diaries on behalf of senior-level individuals within the commercial department.
• Managing schedules and deadlines and arranging meetings and taking minutes.
• Ensuring operations adhere to policies and regulations.
• Keeping abreast of all organizational changes and business developments.
• Performing quality management on documents issued by the commercial department.
• Preparing and collating regular reports.
• Reconciling weekly time records for invoicing purposes.
• Assisting with the preparation of invoices and following up with the client for the payment of submitted invoices.
• Preparing and modifying documents including correspondence, reports, and emails.
• Working with document control to ensure that electronic document control is maintained and that actions are closed in a timely manner.
• Coordinating all interviews, chasing feedback from interviewees, and chasing HR for offers.
• Tracking mobilization and chasing HR.
• Coordinating all interviewees with MOS and coordinating all PAAFs and approvals.
• Working with the commercial team on timesheets and payment applications ensuring all PAAFS and starter forms are in place.
• Meeting all new starters and coordinating their first day.
• Coordinating training with our training manager.

About youYou have relevant degree qualifications, and be a member of a professional body. You are digitally savvy, can build lasting client relationships, and support strong, motivated teams. You will have a construction or project management background and be hungry to grow your career and enjoy the opportunities Mace have to offer. Apply now for a confidential discussion. #LI-Onsite

Keyskills :
ReportsApplicationsOperationsArrangingDocument ControlFacilitatingFlowMobilizationFollowing Upelectronic documentInvoicingContinuous ImprovementProject ManagementQuality ManagementDevelopmentConstruction

About Company

Since day one, we have relentlessly pursued a better way. Our purpose - to redefine the boundaries of ambition - is the reason we do it. We are global experts in shaping and making the built environment. We support clients at every stage of the property lifecycle, from development and consultancy to construction and operations. You can see our impact everywhere: from skylines that form cities around the world to the infrastructure that communities depend on to live, work and play. Together, it all works towards our vision: leading the way to a more connected, resilient and sustainable world. Today, we remain a privately owned business that has grown organically across five global hubs in Europe, Middle East and North Africa, the Americas, Sub Saharan Africa and Asia Pacific. The driving force behind our success is our people who, with their collective expertise, push us to think differently and bravely lead the way. Our culture respects equality, values diversity and encourages individuality - accepting and appreciating all views and beliefs and providing an environment for ideas to come alive. We welcome everyone who shares the Mace values, regardless of background, culture, disability, ethnicity, gender identity or sexual orientation. Drawing on a broad range of backgrounds, perspectives, experience and expertise to challenge convention is our strength. Its the reason why we continue to grow and its the secret to how weve built some of the worlds most renowned buildings. Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact inclusiverecruitment@macegroup.com to speak to a member of our team.You can read our diversity and inclusion strategy here .