Job Description

Group / Team

Office Operations

Working pattern

Full Time

The opportunity

The opportunity

Reporting to the Operations Manager, you are expected to provide administrative support in a timely and responsive manner to internal staff across HSF as well as external visitors to the HSF Singapore office.

The role will involve:

• To be responsible for overall reception duties in a professional manner including receiving clients and visitors and answering visitor inquiries.
• Answering, screening and directing incoming calls to the appropriate person, and if necessary, to take messages accurately and forwarded the messages on a timely basis.
• Maintaining high standards of presentation in the reception area, lobby and other public areas.
• Supporting high level of client service F&B requirements. Serving coffee, tea or other drinks to guests and visitors when required.
• Managing efficient scheduling of the conference rooms calendar.
• Work with cleaner to maintain a tidy appearance of the conference rooms before and after use, including the replenishment of stationery.
• Ensuring all meeting connections go smoothly
• Learn and be well-versed with meeting rooms equipment and updating wi-fi passwords
• Handling reprographics requests for clients in the conference rooms.
• Preparing the Out-of-Office and Visitors update and emailed to all Singapore users each morning. Notifying relevant staff members/HR when staff call in sick.
• Ensuring all incoming mail is distributed promptly.
• Maintaining a Visitor/Contractor Pass log to document the issuance of visitor/contractor passes and, to follow up with a daily review of the log.
• Arranging laundry for events requirement.
• Support event logistics
• Arrange photo shoot for new joiners.
• Admin tasks such as

• Printing and binding
• Ordering of supplies of whole office
• Preparing invoices
• Other ad hoc duties as required.

Skills, experience and qualifications

• A minimum of 2 years\' relevant working experience preferably in a professional services environment.
• Excellent interpersonal and customer service skills.
• Strong telephone manners and communication skills.
• Ability to work in a highly collaborative team environment.
• Flexible to work after hours and on weekends/public holidays if required.
• Good command of English.
• Proficiency in MS Office and Chinese word processing

Group / Team description

Our Office Operations function plays a central role in managing our working environment and the services within it, so that practice areas can serve their clients to the best of their ability. That goes beyond just ensuring that professionals have the client-facing and office services and equipment they need. It\'s about ensuring that every space around our global network serves its purpose effectively, whether that\'s an office, a breakout area or a conference room.

The team also makes sure that all-important legal documents are where they need to be through the mailroom and courier services, as well as overseeing document archival and retrieval. Our Office Operations function includes Procurement, Building Operations, Document Production, Business Continuity and Client Services & Travel teams.

Role type

Business Services

Contract type

Permanent

Diversity & Inclusion

At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.

We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.

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Herbert Smith Freehills

Herbert Smith Freehills