Project Administrator - Saudi National

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:

• This is an opportunity to work on a large new build airport, that will set a global benchmark for aviation experience and aims to attract 120 million passengers by 2030 in Saudi Arabia.

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

Job Summary:

• 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:

• Provides informal guidance to more junior roles.
• Supports diary management for Project Director/Project Manager alongside Office Manager.
• Ensures team members are aware of administration processes.
• Assist with set up project office, for example arrange IT equipment and office furniture.
• Creates and maintains electronic and hard copy filing systems.
• Ensures staff have complete and regularly update their ‘Infomace’ staff home page.
• Arranges the set-up project email addresses and Outlook mailboxes for the Project, performing regular filing of Project Inbox emails.
• Processes all incoming correspondence and produce all outgoing correspondence and records in accordance with the Mace Way.
• Archives all project documentation and retain complete records for hand over to Client upon project completion.
• Places orders from Mace suppliers.
• Assists in the booking of meeting rooms for all meetings arranging refreshments/lunches for Client/external meetings.
• Maintains a log of Mace training records and arrange tests/training when required.
• Manages petty cash and reconciliations for accounts department and recovery.
• Provides administrative support, typing letters, minutes reports etc. as necessary.
• Updates Project Directory as and when required, issue via email and upload to Conject, distributing to Project Team.
• Coordinate site visits for both Client and Project Teams.
• Manage site meeting room diary.
• Works collaboratively towards the common goal of net zero carbon transition, and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

Requirements: