International Law Firm required Experienced Receptionist - $3K - $3.5K
Posting Date : 06 Feb 2020 | Close Date :30 Jun 2020
 


Our client is a leading global law firm operating in over thirty countries is looking for a Full-time Experienced Receptionist / Business Service Assistant

 

Job Description

Role purpose

Provide professional Front-of-House services for Singapore Office. Work closely with other support team members (including HR, Business Services, Finance & IT). Perform other duties assigned by HR & Business Services Manager. 

Telephone

  • 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 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 desks/rooms for overseas guests and ensure that the phones and computers are ready prior to arrival of guests.
  • Organize 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, lightings & equipment’s 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 of absentees.
  • Organise and circulate secretarial support cover emails.
  • Enter  absence  records  on  PeopleSoft,  audit  entries  made  and  filing  of  forms  and  related correspondence.

Others

  • 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 a daily basis.

Job Requirement

  • Work as an Receptionist from Law firm a must!
  • Pleasant, Speak well

 

 

Working hours


1st shift - 7am to 5pm


2nd shift - 10am - 7pm

Additional Notes
As we require the front desk to be covered from 7am till 7pm (Monday - Friday), absences will need to be communicated (directly to the other receptionist who provide covers) at the early stage so that arrangements can be made accordingly. During the first 2 weeks of training, you will be required to report to work from 9am to 6pm for the first week and 10am to 7pm for the second week. If further training is required, this training schedule can be extended. 
As it is important to project a professional image of the Company, therefore it is advisable to adhere to the office dress policy. 

 


Sub Specialization : Administrative;Receptionist
Type of Employment : Permanent
Minimum Experience : 1
Work Location : Singapore
   
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