Office Administrator Assistant

2 days ago

Singapore EMERALD LAW LLC Full time
Job Description:

We are seeking a highly organized and detail-oriented Front Office Support Specialist to join our team at EMERALD LAW LLC. As an integral part of our organization, this role will provide exceptional customer service, administrative support, and maintain the overall efficiency of our office operations.

Key Responsibilities:
  • Greeting and Directing Visitors:
    • Welcome visitors in a professional and friendly manner
    • Direct guests to the appropriate personnel or department and ensure they sign in and out as required.
  • Managing Calls and Communication:
    • Answer and direct phone calls using a multi-line phone system.
    • Take and relay messages or assist callers with inquiries.
    • Handle email correspondence and other communication channels professionally.
  • Scheduling and Appointments:
    • Maintain office calendars and schedule meetings or appointments for staff members.
    • Organize meeting rooms, prepare them for meetings, and assist with booking requests.
  • Mail and Package Handling:
    • Sort and distribute incoming mail and packages.
    • Arrange outgoing mail and courier services, ensuring timely delivery.
  • Administrative Tasks:
    • Perform clerical duties such as filing, data entry, copying, and maintaining records.
    • Assist with basic office management, including ordering supplies and ensuring office equipment is functioning properly.
  • Customer Service:
    • Provide information about the company's services, policies, or procedures to visitors or callers.
    • Handle customer complaints, escalating them to the appropriate department if necessary.
  • Security and Visitor Management:
    • Process KYC forms for clients.
    • Ensure security protocols are followed by guests entering restricted areas.
  • Office Organization and Maintenance:
    • Ensure the reception area and conference rooms are clean, organized, and presentable.
    • Track inventory of office supplies and ensure items are restocked when necessary.
  • Support for Special Projects:
    • Assist other departments with special projects or events, including administrative support for company functions.
  • Maintaining a Professional Image:
    • Maintain a well-groomed and professional appearance at all times, representing the company's values in interactions with both internal and external parties.
Requirements:
  • Qualifications:
    • Minimum requirement of diploma or equivalent.
    • Additional certification in office administration or customer service is an advantage.
  • Skills:
    • Communication: Strong verbal and written English communication skills.
    • Customer Service: Friendly and professional demeanor with a customer-focused approach.
    • Computer Proficiency: Familiarity with Microsoft Office (Word, Excel, Outlook) and basic office equipment.
    • Multitasking: Ability to handle multiple tasks efficiently, such as managing phones, emails, and walk-in visitors simultaneously.
    • Organizational Skills: Attention to detail with the ability to manage schedules, appointments, and office documents.
    • Problem-Solving: Capable of addressing queries, complaints, and issues with tact and professionalism.
    • Time Management: Able to prioritize tasks and manage time effectively.
  • Experience:
    • Prior experience in a customer service or administrative role is preferred, though entry-level candidates may be considered based on other relevant skills.
Salary:

$45,000 - $55,000 per year, depending on qualifications and experience.

Benefits:
  • A comprehensive benefits package, including medical, dental, and vision insurance.
  • A generous paid time off policy, including vacation days, sick leave, and holidays.
  • A retirement savings plan, including a 401(k) match.
  • Ongoing training and development opportunities.
About Us:

EMERALD LAW LLC is a leading provider of legal services, dedicated to delivering exceptional results and providing unparalleled client satisfaction. We offer a dynamic and supportive work environment, where you can grow your career and contribute to our success.

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