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Receptionist (Contract 6 Months)

3 weeks ago

Singapore Office Secretaries Full time

**International law firm located in Raffles Place.**

Answer / screen incoming calls, especially for Partners
2 Reserve Conf / Meeting Room as requested by secretaries, etc
3 Update Conf / Mtg Room Usage Report
- 4 Receive guests & inform meeting host/sec
5 Arrange drinks with F&B
6 Order meals for meetings as requested by secretaries
7 Coordinate with F&B to serve food and to clear after meetings
8 Direct transport booking requests.

9 Prepare visa invitation letters for visitors, when required
10 Allocate office for visitors
11 Coordinate VC, polycom & OHP facilities when required
12 Issue access cards to visitors staying > 3 days.
13 Assist visitors with printing &/or scanning as directly requested
14 Telephone directory update
15 Maintain local hotel corporate listings
16 Organise/cater for office functions eg CNY, Sec Week, etc.
17 Arrange o'sea courier service - both standard weekly & ad hoc
18 Stock o'sea courier airway bills, envelopes & carton boxes
19 Arrange local courier service when given addressed package by secretaries

Administrative Duties
1 Update Client Matter Listing in shared folder
.2 Monitor & report on CLE seminar.
3 Update Office floor plan, when required.
4 Record annual & medical leave absences
5 Record medical & dental claims
6 Prepare annual planner for secretarial evening/reception rosters

In absence of F&B Asst
1 Prepare drinks for meetings
2 Clear Conf / Mtg Rooms after meetings

In absence of F&B Asst and office assistant:
1 Purchase fruits for the office
2 Post out-going mails
3 Stock count for pantry items when delivered
4 Collect newspaper & place on reception coffee table, FT to Bill