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Office Manager – Toronto

This role is an integral part of the team, responsible for making a positive contribution to the work environment and ensuring the smooth running of the NMG North American offices, including management of all administrative needs, and provision of IT, Finance and HR support.

Company Overview

The NMG Group is a global advisory and intermediary firm focused exclusively on the financial services sector. Established in 1992, NMG has enjoyed rapid expansion internationally and now has over 800 employees in 18 cities, covering all inhabited continents.

NMG Consulting is a specialist consultancy focussed on the reinsurance, insurance and wealth management industries. Established in 1992, the company has enjoyed rapid expansion internationally and now has an established global presence with approximately 100 employees, with major hubs in Sydney, Singapore, London, Toronto and developing teams in North America and South Africa. Our approach is to integrate strategy, insights and analytics.

Summary Statement

Based in Toronto, but also responsible for supporting other developing North American offices, this position will suit a proactive individual with strong organisation skills and the ability to multi-task and prioritise workloads. This role will operate on a part-time basis (0.6 - 0.8 FTE / 3 to 4 working days per week) with flexibility on exact working pattern. You will need to build strong internal relationships and work effectively across multiple geographies, time zones and in a matrixed work environment. This role will often be the first point of contact for visitors to the Toronto office and thus will be required to represent NMG appropriately and professionally to external parties and clients.

This is an excellent opportunity for a motivated individual to establish themselves as a key contributor within an expanding and dynamic business environment. This role will require occasional travel (no more than 5%) to the United States.

Role

Office Manager

Location:

Toronto

Key Responsibilities

  • Office Management / General Administration - Ensure smooth running of the offices and provide general administrative support to the teams. Provide EA support to senior management team and visiting executives, including diary management and travel coordination as required. Client liaison and liaison with clients’ EAs/PAs. Answer and direct telephone calls as appropriate. Liaise with all suppliers regarding service contracts (eg mobile/landline/IT contracts) and faults. Manage meeting room bookings, organise catering requirements. Assist with preparation of senior management team/board meetings when required, including taking minutes and circulating agendas. Co-ordinate team, client meetings and internal/external social events. Coordinate travel (hotel, flights, travel insurance, visas) and ensure relevant tracking documents are up to date. Coordinate the mail and couriers, ensure records are maintained. Attend and contribute to monthly Operations meeting. Coordinate and encourage local participation in annual Charity Challenge activities. As requested, support Business Development staff to maintain/update CRM database. Provide administrative support to other offices as required.

  • Premises / Assets - Update relevant signed contracts/office leases/insurance policies and deliver original copies to the person in charge of safekeeping. Liaise with building managers and landlords, attend fire warden training. Coordinate replenishments for consumables, stationery or office supplies. Maintain internal/key supplier phone list. Maintain office access card/key registers. Maintain filing/archiving process. Provide details of purchases/disposals/transfers of assets to Head of Operations for update into the fixed asset register. Identify and coordinate equipment maintenance and purchases. Support the Finance/Operations teams to ensure insurance policies are up to date.

  • IT Administration - Manage and maintain service records for local office equipment eg computers, laptops, copier and servers. Monitor and supervise external IT support and on-site visits. Coordinate (with external IT support) new employee computer configuration. With the Head of Operations, manage software and hardware licenses where applicable.

  • Finance Support - Maintain record of purchases. Authorise local office expenses payments. Liaise with central Finance team on all relevant correspondence. Coordinate and check supplier and sub-contractor invoices, staff expense claims, corporate credit card statements and scan them to the central Finance team for inputting into accounting system – XERO. Follow up with staff for outstanding timesheets and supporting documents for claims where necessary. Manage filing of invoices/claims/financial documents in the local office accordingly.

  • Human Resource Support - Assist with employment and termination process of employees, include planning and organising induction for new joiners, exit process etc. Coordinate with legal/Head of Operations on subcontractor contracts. Assist with recruitment administration (placing adverts, booking of interviews, tracking candidates and work visa applications). Coordinate and maintain NMG forms, templates and staff contacts. Provide input into HR/Office policies and related documentation where required. Support Director of Human Capital, COO, Head of Operations and Marketing Manager on ad-hoc issues/projects.

Competencies, Qualifications & Experience

  • Extensive experience in an administrative / office management role with a large operational portfolio. Willingness to undertake a wide variety of tasks and responsibilities as required to support the teams effectively.

  • Experience working in a global role which involves working remotely with other offices (preferred, not essential). Proven ability to work autonomously, with little or no supervision; in addition to working well as part of a team.

  • Experience providing PA/EA support to a team of senior-level Executives (preferred, not essential). Strong interpersonal skills and an anility to manage and deliver projects, multi-task and prioritise workload.

  • Experience in reviewing, implementing new procedures and systems to improve the smooth running of the office. Extensive experience with Microsoft Office Suite, particularly Word, Excel and PowerPoint.

  • Tenacious, achievement-driven and a self-starter with ability to manage deadlines and work well under pressure. Proactive and enthusiastic with a positive outlook.

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