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Admin and Marketing Assistant
3 weeks ago
**Reports to**:HR Director and Business Development Executive
**Role Summary**
- The individual will be primarily responsible for the front desk function in the office.
- In addition, the individual will have some duties covering administration, marketing (support business development executive) and human resources, as well as work closely and assist colleagues in the office.
**Responsibilities**
Reception
- Attending to telephone - receiving and directing calls or enquiries, relaying messages
- Upkeep tidiness and cleanliness of reception and meeting rooms
- Showing clients/visitors to the meeting/visitor rooms and offer drinks
- Meeting rooms - booking of rooms, equipped with stationery
- Updating Housekeeper of the meetings for the day
- Signing for deliveries and notifying recipients
- Managing postage supplies
- Arranging local and overseas courier
- Ensures knowledge of staff whereabouts
Administration
- Ordering name cards
- Contacting Building Management - facility problem or need for maintenance, building access card for visitors and staff, carpark, attending fire drills, renewing season parking etc
- Ensuring that new hires are equipped with basic stationery supplies, building access card, name plate, name cards, etc
- Updating telephone directory
- Updating hotel corporate rates
- Updating and checking of lockers
- Ordering food for meetings in the office
- Asking for quotations and arranging for general housekeeping with suppliers - cleaners, pest control, vacuum carpet, air conditioner, leaking pipes, lighting, water dispenser, coffee maker, refrigerator, plants servicing etc
Marketing
- Formatting and update firm’s marketing materials including brochures, lawyer biographies and client presentations as per firm’s house style guide
- Updating of lawyers’ profiles (in English and Chinese) and maintain Firm’s experience database
- Assist in research on current and prospective clients and industry trends
- Assist with collating firm’s experience list for the purposes of pitches and credentials statement
- Assists with events and webinars - internal and external as required by lawyers
- Update firm’s credentials, i.e., awards, rankings, accolades
- Maintain firm’s client database/mailing list
- Maintains firm’s library of materials/presentations for pitches, proposals and RFP responses
- Assist with simple translation of relevant marketing materials from English to Chinese
- Assist with updating firm’s website
- Attend to queries via firm’s general enquiry mailbox
Human Resources
- Circulating updates in medical clinics as provided by the insurer
- Helping and covering for colleagues in their absence or on an adhoc basis (especially in IT and Pantry areas)
- IT - organising video conference, activating data roaming when necessary, changing printer toners and calling Technician when there are problems, etc
- Pantry & Meeting Rooms - ensuring that meeting rooms are tidy and in order, ensuring that drinking and wine glasses are sufficient in the Conference Room, collecting food for Friday tea or any other meetings, ensuring adequacy of pantry supplies, washing of cups in the pantry
- Admin - distributing mail within the office, sending outgoing mail, ensuring stationery supplies are available in the office, Shred-it, etc
- Assisting during events/seminars by opening up meeting rooms, dismantling tables and chairs, arranging food and drinks, etc
**Requirements**:
- Experienced in front desk duties
- Good command of spoken English
- Pleasant personality
- Possess a flexible, positive and proactive approach
- Able to multi task, prioritise and work independently
