Job Description

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..

• 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.

• 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)*

• 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.

• 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*.

• Checking invoices pertaining to office matters (eg. lunches and suppliers) and input into chrome river for payment

• In charge of catering for In-House Events (e.g Asset Finance Airbus Market Update)