Office Administrator (Temp Part Time) – Kuala Lumpur

The Office Administrator role has ownership of the quality and presentation of the NMG Kuala Lumpur office. The NMG Kuala Lumpur office is located in Mid Valley City. This role will operate on a part time basis, working four hours per day across five days (Monday – Friday). NMG adopts a hybrid work model.

Company Overview

NMG Consulting is a leading multinational insurance, reinsurance and investments consultancy, integrating consulting, insights and analytics. Our consultants provide strategy consulting, insights, analytics and actuarial services to financial institutions including banks, insurers, reinsurers and fund managers.

We are constantly evolving and the range of work that we do challenges and expands our peoples’ knowledge at lightning speed. Our flat, team-based structures encourage participation from all experience levels – everyone is encouraged to contribute, regardless of their role. We advocate hearing different points of view, collaboration and constructive debate.

Summary Statement

The Office Administrator role has ownership of the quality and presentation of the NMG Kuala Lumpur office. The role is often the first point of contact for visitors to the office and acts as a liaison with other NMG offices. The Office Administrator assists with local administrative requirements and interactions with central HR, Finance, and IT support. Excellent interpersonal skills are essential, along with exceptional organizational abilities and pride in running a tight ship.

This role will operate on a part time basis, working four hours per day across five days (Monday – Friday). The NMG Kuala Lumpur office is located in Mid Valley City. NMG adopts a hybrid work model.

The Office Manager assists with local administrative requirements and interactions with central HR, Finance and IT support from other office locations. Excellent interpersonal skills are essential, along with exceptional organizational abilities and pride in running a tight ship.

Role

Office Administrator (Temp Part Time) - Kuala Lumpur

Location:

Kuala Lumpur

Industry:

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Key Responsibilities

  • General Administration Responsibilities: a) Ensure smooth running of the office and provide general administrative support to the teams; b) Provide support to Head of Operations and visiting executives, including diary management and travel coordination as required; c) Answer and direct telephone calls as appropriate; d) Manage suppliers, service contracts (communications, IT etc) and local office subscriptions, address issues promptly; e) Assist with preparation of senior management team meetings when required, including taking minutes and circulating agendas

  • General Administration Responsibilities: f) Organise team meetings, video and conference calls and internal/external social events; g) Coordinate travel (hotel, flights, travel insurance, visas) and ensure relevant tracking documents are up to date; h) Coordinate mail and couriers, ensure records are maintained; i) Attend and contribute to monthly Global Office Management team meeting; j) Provide support to Head of Operations in coordination of annual NMG Charity Challenge as well as coordinate and encourage local participation in Charity Challenge activities

  • General Administration Responsibilities: k) Coordinate incentive vouchers for programme participants and Shout Out vouchers for staff; l) Manage NMG Kuala Lumpur office call tree; and m) Maintain NMG Kuala Lumpur forms and templates as appropriate.

  • Premises/Assets: a) Ensure physical office environment is professionally presented, organised and clean; take prompt action to rectify issues; b) Maintain and update contracts, office leases and insurance policies; c) Liaise with building managers and landlords, attend fire warden training, maintain office access cards; d) Coordinate replenishments for consumables, stationery or office supplies; e) Maintain filing/archiving process; and f) Coordinate equipment maintenance and purchases.

  • IT Administration: a) Maintain service records for office equipment and up-to-date inventory of technology; b) Liaise with the office’s external IT support provider (EISP) and NMG employees to solve IT issues (including new employee computer configuration); and c) Monitor and supervise external IT support, on-site visits and service level agreements.

  • Finance Support: a) Authorise local office expenses payments; b) Liaise with central Finance team on all relevant correspondence; and c) Manage supplier invoices.

  • Human Capital Support: a) Assist with light administration including onboarding/offboarding of staff and back up interview scheduling; and b) Ad hoc duties as assigned by Human Capital team.

Competencies, Qualifications & Experience

  • Experience in an administrative / office management role; Experience working in a global role which involves working remotely with other offices (preferred, not essential)

  • Willingness to undertake a wide variety of tasks and responsibilities as required to support the teams effectively; Able to manage and deliver projects, multi-task and prioritise workload

  • Strong interpersonal skills; Extensive experience with Microsoft Office Suite, particularly Word, Excel and PowerPoint

  • Proven ability to work autonomously, with little or no supervision; in addition to working well as part of a team: Tenacious, achievement-driven and a self-starter with ability to manage deadlines and work well under pressure

  • Experience in reviewing, implementing new procedures and systems to improve the smooth running of the office

  • Proactive and enthusiastic with a positive outlook

  • Students are welcome to apply

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