Document Controller

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 opportunity to work on a large hospitality project in one of the emirates of the UAE.

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.

Provides document management and general administration support to the project team. Typically involves smaller projects where time is shared between the two disciplines.

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.

• Co-ordinate 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.

You’ll need to have:

• Experience working in the United Arab Emirates is essential for client approval.

• A degree in information systems or equivalent.

• Comfortable with core IT systems such as MS365 Experience of Aconex.

• Understanding of core construction processes and information flows.

• A proactive nature where potential issues are addressed before they occur.

• Attention to detail for document control.

• Key external stakeholders the role engages with

• Information management experience across a number of projects and programmes.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

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