Job Description

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Reception/Front Desk

\xc2\xb7 Handling of incoming calls on main line and ensuring the lines are routed to night service or holiday voice mail when necessary.

\xc2\xb7 Coordinate with IT on programming of telephone extensions, hunting/grouping services; including testing of lines to ensure all working well

\xc2\xb7 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.

\xc2\xb7 Regularly disinfecting facilities and door handles at meeting rooms and waiting area

\xc2\xb7 Prepare and serve drinks to visitors as and when pantry lady is not available.

\xc2\xb7 Attend to emails on Singapore Reception inbox.

\xc2\xb7 Setting up of meeting rooms for events / training / seminars / meetings - arranging table, chairs, setting laptop /projector / mic / audio /room temperature

\xc2\xb7 Ensure reception counter and waiting area are clean and tidy all the time

\xc2\xb7 Assisting visitors on photocopying, printing requests, booking of taxi and restaurant reservations

\xc2\xb7 Attending to catering requests for all meetings - both internal and clients\' meetings

\xc2\xb7 Arrange monthly office drinks & office lunch

Administrative

\xc2\xb7 Circulate daily staff movement report; Singapore Weekly Newsletter, and update office telephone directory

\xc2\xb7 Generate and circulate monthly secretarial lunch duty roster

\xc2\xb7 Coordinate Professional Photo taking of new joiners

\xc2\xb7 Decorating office during festive period e.g. Christmas tree and Chinese New year pussy willows

\xc2\xb7 Liaise with vendors for corporate hotel rates, update central travel team and coordinate rates loading with travel agent

\xc2\xb7 Arrange and record outgoing mails/courier; recording and distributing incoming mails

\xc2\xb7 Monitoring use of postages and handle small petty cash fund for postal purchases

\xc2\xb7 Follow up and collate monthly invoices from vendors and approval processing for payment

\xc2\xb7 Communicate with building management for maintenance of office toilet, lights, aircon, etc

\xc2\xb7 Manage security passes issuance and records for staff and visitors

\xc2\xb7 Manage stocks and printing of business cards

\xc2\xb7 Name labelling of office rooms for joiners and leavers

\xc2\xb7 Registration / Renewal / Cancellation of Foreign Lawyer Certificates with LSRA; update LSRA on changes. Keep track and process on timely manner.

\xc2\xb7 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.

\xc2\xb7 Place orders for pantry supplies e.g coffee beans and snacks

Organizing of Office Event and supporting marketing/client related events

\xc2\xb7 Sourcing of venues and liaise with vendors to secure reservations

\xc2\xb7 Organise name badges, room setup, coordinating with pantry lady to provide catering; ensuring IT/audio set up and testing with IT team

\xc2\xb7 Organise printing of any materials/marketing collateral - for simple deskbound printing task; monitor and report to BD for any low stock materials to replenish

\xc2\xb7 Assistance during event eg. registration, photo taking

\xc2\xb7 Post event analysis: report attendance numbers and costs, pay invoices

Ad-hoc tasks assigned by Office Manager from time to time

\xc2\xb7 Assisting Secretarial Hub with clients contacts on interaction

\xc2\xb7 Assisting Secretarial Hub with printing and downloading tasks

\xc2\xb7 Assisting finance with chasing IOB payments

\xc2\xb7 Back up for pantry lady\'s absence to disinfect common areas

Office Secretaries