Location
London (Onsite 5 days a week)

Hours
Full Time

Salary
Negotiable

About the Role
Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. We are seeking a seasoned Senior Office Manager to ensure the efficient, smooth running of the office whilst working at pace in a corporate environment. You 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 you will play a key role in assisting the smooth transition.

You will be responsible for coordinating and overseeing all office operations including facilities management, supply procurement, and staff scheduling. You will work closely with the Mace Secure team to ensure compliance with ISO standards and manage the interface with the FM provider to guarantee effective service delivery. Managing meeting rooms efficiently, ensuring cleanliness and readiness of the office and meeting spaces, and overseeing desk allocation and team rotas will be key parts of your role.

Additional responsibilities include liaising with the landlord team on a day-to-day basis, acting as the first point of contact for senior management, staff, and external partners, and implementing efficient administrative systems and policies to support business objectives. You will arrange accounting facilities with suppliers, manage office supplies such as toner, update email circulation lists, and coordinate internal and external events.

You will develop effective working relationships with internal and external stakeholders, manage sensitive information with discretion, encourage a positive team environment, and pursue continuous improvement in office procedures. Adaptability to shifting priorities and strong problem-solving skills are essential in this fast-paced environment.

As part of our commitment to sustainability, you will work collaboratively towards the net zero carbon transition, sharing responsibility for identifying and managing associated carbon emissions and reductions during work delivery.

Additional duties include client catering management, post and postal/delivery strategy oversight, compliance with statutory and regulatory requirements, and ensuring appropriate inspections and testing regimes are in place and completed. You will undertake office risk assessments with relevant stakeholders, coordinate fire risk assessments, appoint local fire wardens and first aiders, define PAT testing frequency, and address health, safety, and wellbeing (HSW) feedback or complaints.

You will communicate HSW risks and controls to employees, contractors, and visitors, support reasonable adjustments for employees based on personal risk or DSE assessments, coordinate maintenance activities to meet legal requirements, maintain up-to-date personal emergency evacuation plans (PEEPs), and establish visitor management and emergency alarm response processes in liaison with the landlord.

Our Values
Safety first - Going home safe and well: We champion a safe, diverse and inclusive working environment, understanding the importance of wellbeing in every team.
Client focus - Deliver on our promise: We own the quality of deliverables, strategic outcomes and build long term relationships with our clients.
Integrity - Always do the right thing: We influence positive outcomes within our industry, while always aligning with our compliance obligations.
Create opportunity - For our people to excel: We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation. We are open to discussing part-time, flexible, and hybrid working options if suitable within the role.

Experience
Proven experience managing office operations in a fast-paced corporate environment. Experience coordinating facilities management, supplier relationships, and compliance with ISO standards is essential. Demonstrated ability to manage multiple stakeholders and sensitive information with discretion.

About you
Highly organized and proactive with excellent communication and interpersonal skills. Ability to foster a positive team environment and resolve issues collaboratively. Strong problem-solving skills and adaptability to shifting priorities. Commitment to health, safety, wellbeing, and sustainability initiatives. Professional and approachable with the ability to act as a first point of contact for senior management and external partners.

Qualifications
Relevant qualifications in office management, administration, or related fields are desirable but not mandatory. Knowledge of health, safety, and wellbeing regulations and risk assessment processes is advantageous.