Job Description

\xef\xbb\xbf

Responsibilities

\xc2\xb7 Welcome visitors on arrival and show them to appropriate room. Inform appropriate individual that their client has arrived

\xc2\xb7 Serve drinks to all visitors and arrange catering where necessary

\xc2\xb7 Tidy up conference room(s) and visitor rooms after use and ensure they look presentable

\xc2\xb7 Handle incoming phone calls and direct as required (via switchboard if required). Take messages where appropriate

\xc2\xb7 Manage outgoing mail and organise local couriers and FedEx

\xc2\xb7 Distribute incoming documents, correspondence and parcels to respective staff and record mail in logbook

\xc2\xb7 Responsible for overall presentation of reception area and conference rooms

\xc2\xb7 Check whether faxes received and check paper levels in printer

\xc2\xb7 Make reservations for video/conference rooms and organise/set up video/ conference calls when required using Room Scheduler

\xc2\xb7 Managing office reservations visiting attorneys and assist with taxi, restaurant and hotel bookings as required

\xc2\xb7 Office administrative tasks such as filing, scanning, photocopying and binding of documents as required

\xc2\xb7 Manage stock of stationery and pantry items and ensure there are adequate supplies

\xc2\xb7 Acting as fire warden and attending necessary external training

\xc2\xb7 Liaise with Singapore hotels for corporate hotel rates

\xc2\xb7 Liaising with contractors, building management and external vendors as required

\xc2\xb7 Manage access cards for personnel and visiting attorneys

\xc2\xb7 Update office admin records (telephone directory, hotel corporate rate list, access card records and vendor contact list)

\xc2\xb7 Work with I.S. team to test set-up ahead of video conferences

\xc2\xb7 Work closely with business office and I.S. to assist with ad hoc I.S. requirements, including set up and departure procedures for office personnel

\xc2\xb7 Prepare invoices for select office payments via Chrome River

Requirements

\xc2\xb7 Preferably has experience working in a major international law firm or similar professional services or hospitality industry

\xc2\xb7 Experience working with Microsoft Office Professional 2016 (Word, Excel, PowerPoint, Outlook)

\xc2\xb7 Experience working with CISCO Phones / Akkadian Console

\xc2\xb7 Experience working with Room Scheduler or similar

\xc2\xb7 Strong written and spoken English language skills

\xc2\xb7 Exceptional customer service skills and professionalism

\xc2\xb7 Excellent communication and organisational skills

\xc2\xb7 Good interpersonal and team skills

\xc2\xb7 Ability to undertake multiple tasks and prioritise accordingly

\xc2\xb7 Flexible and proactive approach to work

\xc2\xb7 Presentable appearance and clear speech

\xc2\xb7 Willingness to work overtime when required

HOW TO APPLY :

Interested applicants, please submit your updated resume & a recent photo in MS Word format to :

sue@officesecretaries.com.sg

Please state your availability, current & expected salaries for processing purpose. All applications will be treated in the strictest confidence.

We regret that only shortlisted candidates will be notified.

Office Secretaries