Office Administrator

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.

You'll responsible for:

• Arranges accounts and purchasing arrangements with suppliers for courier services, printing, office supplies, personal protective equipment (PPE), and signage.

• Books meeting rooms and coordinates catering and refreshments for internal and external meetings.

• Prepares meeting agendas, records minutes, tracks action items, and distributes meeting notes.

• Orders and maintains office and printer supplies, including toner and other consumables.

• Coordinates and updates monthly project performance and progress tracking information.

• Manages petty cash, expense reconciliation, and related administrative records.

• Supports the preparation of monthly reports, project updates, and management reporting.

• Assists with the preparation of internal and external presentations, including team meetings and client-facing materials.

• Maintains and updates project and departmental distribution lists and contact databases.

• Coordinates onboarding activities for new employees, including workspace setup, equipment requests, system access, and required documentation.

• Assists in planning and coordinating internal and external events.

• Maintains records of employee onboarding, departures, training completion, and certifications.

• Assists in maintaining employee training records and ensuring mandatory training requirements remain up to date. Maintains team profiles, resumes, and project information databases.

• Assists with travel arrangements, including flights, rail travel, accommodations, and related logistics.

• Maintains employee vacation, leave, and absence records.

• Develops and maintains effective working relationships with a range of internal and external stakeholders.

• Provides general administrative support to senior leadership and project teams, including document preparation, filing, scanning, printing, photocopying, and meeting coordination.

• Supports organizational sustainability initiatives and contributes to the identification and implementation of opportunities to reduce environmental impacts in the delivery of work.

You’ll Need To Have:

Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Access).

Note: The estimated salary for this position is 70,000 - 80,000 CAD. Starting salary may vary based on permissible, non-discriminatory factors such as experience, skills and qualifications.

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 organization.

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role.

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