Administrative Project Coordinator

4 weeks ago


Mumbai, Maharashtra, India Mace Full time

Mace is redefining the boundaries of ambition. Our purpose is to create places that are responsible and bring transformative impact to our people, communities, and societies.

This role will work collaboratively with the office manager to ensure a smooth and efficient running of the office, while carrying out a range of administrative tasks for the project team.

Key Responsibilities:

  • Provides informal guidance to junior roles.
  • Supports diary management for project directors and managers, alongside the office manager.
  • Ensures team members are aware of administration processes.
  • Assists with setting up project offices, including arranging IT equipment and office furniture.
  • Creates and maintains electronic and hard-copy filing systems.
  • Ensures staff have complete and regularly update their staff home pages.
  • Arranges project email addresses and Outlook mailboxes, performing regular filing of project Inbox emails.
  • Processes all incoming correspondence and produces all outgoing correspondence and records, in accordance with the Mace way.
  • Archives project documentation and retains complete records for handover to the client upon project completion.
  • Places orders from Mace suppliers.
  • Assists in booking meeting rooms for all meetings, arranging refreshments and lunches for client and external meetings.
  • Maintains a log of Mace training records and arranges tests and training when required.
  • Manages petty cash and reconciliations for the accounts department and recovery.
  • Provides administrative support, typing letters, minutes, reports, and so on, as necessary.
  • Updates project directories as required, issues via email, and uploads to Conject, distributing to the project team.
  • Coordinates site visits for both client and project teams.
  • Manages site meeting room diaries.
  • Works collaboratively towards the common goal of net zero carbon transition and shares responsibility for the proactive identification and management of associated carbon emissions and reductions during work delivery.

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