Business Services Assistant (Maternity Coverage)
Posting Date : 09 Oct 2020 | Close Date :08 Nov 2020

Provide professional Front-of House services for a leading international law firm and to perform other duties assigned by HR & Business Services Manager.

Job scope:


• Attend to switchboard professionally.

• Retrieve voicemail from the main telephone line and pass messages on to appropriate staff.

• Set up, coordinate with IT and ensure that office-closure message is turned on whenever office closes.

• Update and circulate internal telephone extensions, residential telephone and mobile phone lists whenever there are changes of staff. Visitors

• Greet visitors courteously, advise the relevant staff of their presence, guide visitors to the meeting rooms, organize their refreshments.

• Allocate desk / rooms for overseas guests and ensure that the phones and computers are ready prior to arrival of guests.

• Organise hotel accommodation and car pickups, if necessary.

• Update and circulate visitors' list to Business Services Team.


Conference Rooms | Meetings | Video Conferencing

 • Control bookings of conference rooms and audio / visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing

• Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.

• Ensure that stationery items in conference rooms are replenished

• Ensure that fittings, lighting & equipment at reception area and conference rooms are working properly, including reporting to Business Services for immediate servicing.

• Organise meals and refreshments for events (meetings, training, seminars, etc).

Incoming / Outgoing Couriers and Post

• ​Record incoming and outgoing courier (including HK & London pouches), ensure client / matter numbers are accurately reflected on waybills before filing them, arrange courier pickups and deliveries.

• Reconcile courier invoices for chargeable / non-chargeable accounts for Finance.

• Organise and record outgoing post, purchase and record postage stamp.


Suppliers and Supplies

• Place orders of pantry, fruits and water supplies.

• Check and record suppliers' invoices before submitting to Finance / HR & Business Services Manager for approval.

• Update and circulate suppliers' contact list to Business Services team members regularly.


Staff Absences

• Circulate daily absence info emails and following up of leave applications for absentees.

• Organise and circulate secretarial support cover emails.

• Enter absence records on PeopleSoft, audit entries made and filing of forms and related correspondence.



• Circulate daily absence / visitors / emergency contact info lists.

• Arrange and circulate reception coverage as and when necessary.

• Assist with bookings & coordination of conferencing facilities.

• Assist HR manager and HR assistant with ad-hoc duties.

• Maintain and update records of Chubb security cards users

• Book taxi for fee earners & guests as and when required.

• Maintain stocks of refreshments in refrigerator on daily basis

Job Requirement:

Has a pleasant personality and strong communication skills to project a professional image of the Company.

Has relevant work experience and preferably from the airline and professional services industries.

Able to commit and complete the 4-months assignment.

Able to work on 2 shifts - Working hours 1st shift: 7am to 5pm 2nd shift: 10am to 7pm


Sub Specialization : Administrative;Receptionist
Type of Employment : Contract
Minimum Experience : 2
Work Location : Singapore
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