Job Description

Reception/Front Desk . Handling of incoming calls on main line and ensuring the lines are routed to night service or holiday voice mail when necessary. . Coordinate with IT on programming of telepho Reception/Front Desk . Handling of incoming calls on main line and ensuring the lines are routed to night service or holiday voice mail when necessary. . Coordinate with IT on programming of telephone extensions, hunting/grouping services including testing of lines to ensure all working well . Manage meeting room bookings and ensure there is no overbooking. Meeting rooms are kept clean and tidy. Top up supplies in rooms and update Guest Wireless login-in guide weekly. . Regularly disinfecting facilities and door handles at meeting rooms and waiting area . Prepare and serve drinks to visitors as and when pantry lady is not available. . Attend to emails on Singapore Reception inbox. . Setting up of meeting rooms for events / training / seminars / meetings - arranging table, chairs, setting laptop /projector / mic / audio /room temperature . Ensure reception counter and waiting area are clean and tidy all the time . Assisting visitors on photocopying, printing requests, booking of taxi and restaurant reservations . Attending to catering requests for all meetings - both internal and clients' meetings . Arrange monthly office drinks & office lunch Administrative . Circulate daily staff movement report Singapore Weekly Newsletter, and update office telephone directory . Generate and circulate monthly secretarial lunch duty roster . Coordinate Professional Photo taking of new joiners . Decorating office during festive period e.g. Christmas tree and Chinese New year pussy willows . Liaise with vendors for corporate hotel rates, update central travel team and coordinate rates loading with travel agent . Arrange and record outgoing mails/courier recording and distributing incoming mails . Monitoring use of postages and handle small petty cash fund for postal purchases . Follow up and collate monthly invoices from vendors and approval processing for payment . Communicate with building management for maintenance of office toilet, lights, aircon, etc . Manage security passes issuance and records for staff and visitors . Manage stocks and printing of business cards . Name labelling of office rooms for joiners and leavers . Registration / Renewal / Cancellation of Foreign Lawyer Certificates with LSRA update LSRA on changes. Keep track and process on timely manner. . Application and Renewal of Employment Pass and Dependant Passes Update MOM on changes to personal particulars of pass holders. Keep track and process on timely manner. . Place orders for pantry supplies e.g coffee beans and snacks Organizing of Office Event and supporting marketing/client related events . Sourcing of venues and liaise with vendors to secure reservations . Organise name badges, room setup, coordinating with pantry lady to provide catering ensuring IT/audio set up and testing with IT team . Organise printing of any materials/marketing collateral - for simple deskbound printing task monitor and report to BD for any low stock materials to replenish . Assistance during event eg. registration, photo taking . Post event analysis: report attendance numbers and costs, pay invoices Ad-hoc tasks assigned by Office Manager from time to time . Assisting Secretarial Hub with clients contacts on interaction . Assisting Secretarial Hub with printing and downloading tasks . Assisting finance with chasing IOB payments . Back up for pantry lady's absence to disinfect common areas