Front office
· Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
· Answering screening and forwarding incoming phone calls.
· Booking of boardrooms for meetings or VC. Main point of contact for Reception Singapore.
· Maintains security by following procedures; monitoring logbook; issuing visitor badges.
· Maintaining the cleanliness’ of the reception area and boardroom.
· Updating our Wi-Fi password and replacing the updated information to all boardrooms and visitors room..
Reception admin duties
· To update and send out the Staff Daily Movement daily*
· Organise Courier Deliveries.
· Booking of taxi services.
· Receiving and sorting daily mail; Recording of incoming and outgoing mail.
· Book-keeping of Stamps.
· Updating the telephone list.
· Ordering of lunch for meetings*.
· Office arrival/set-up (for starters and international visitors)*
· Helping the tea-lady on an ad-hoc basis when she is on leave.
Logistics / Facilities
· Ordering stationaries*
· Responsible for up keeping the cleanliness of the stationary area
· Business cards ordering / management*
· Liaising with CROWN for destruction and storage of documents*
· Arranging for the storage/destruction documents*
· Liaising with the tea lady for pantry orders*
· Ordering of water for our dispenser.
· Arranging for air-con extension when needed*
· Liaising with the building management for any defaults in the office (i.e changing of lights)*
· Engaging the handyman for servicing of our coffee machine or plumbing services*
· Helping with relocation of seats in the office*
· Liaising with our suppliers for any service that we require. (For e.g, arranging for the carpet cleaning)*
· Ensure proper filing for office matters such as building facilities and suppliers*
· Keeping track of membership list*
· Hotel corporate rates and meet ups*
· Office wide party and team specific*
· Ad-hoc projects (any building matters)*
Secretarial assistance
· Assist in printing of documents.
· Setting up appointments for partners (at the partners’ request).
· Assist in binding of documentation.
· Coordinating with various offices for scheduling VC bookings.
· Booking of hotels for International visitors and Business Services in Singapore*
· Booking of flights for the Business Service Team in Singapore*
· Submitting expense claims in Chrome River for Stephane Fahrni and Simon Wombell.
Marketing
· Ad-hoc support (source for event venue, asking for quotations etc).
· Liaise with Tower Club for events
· Liaising with Billy for photoshoot and arranging with the lawyers.
· Uploading of photos
· Help with events in terms of logistics*.
Finance
· Checking invoices pertaining to office matters (eg. lunches and suppliers) and input into chrome river for payment
Ad-Hoc
· In charge of catering for In-House Events (e.g Asset Finance Airbus Market Update)
Interested applicants please submit an updated resume and a recent photo in MS Word format to: alice@officesecretaries.com.sg
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