Receptionist/admin Assistant

2 weeks ago

Singapore KENNEDYS SINGAPORE LLP Full time

The Firm is looking for a Receptionist/Admin Assistant with at least 1 year of relevant experience to cover maternity leave.

This is a fixed term contract of 20 weeks.

**Team
The Facilities team consists of an Office Manager, two Receptionists/Administrative Assistants.

Key relationships to establish are contribute to the effectiveness of the Singapore office by providing a comprehensive and efficient service to clients in order that the business objectives of the Firm and team are achieved, maintain the high standard of service offered to the Firm's existing clients and to assist in furthering the professional reputation of the team and contribute to the development of the team in accordance with the Firm's policy.

**Key Responsibilities**
- Answer and process all incoming calls via the switchboard, transferring the call to the relevant individual.
- Accurately record and promptly relay oral and written messages.
- Welcome and assist callers and direct visitors in a professional manner.
- Follow correct procedures, instructions and protocols.
- Maintain a professional reception area.
- Responsibility for ensuring all meeting rooms are set up correctly for each external meeting with adequate supplies of notebooks, pens and refreshments and are cleared and tided after each meeting.
- Assist with MS Teams/conference call set ups.
- Responsibility for ensuring the telephone switchboard Night system is activated to answer all evening calls and the Day system is activated each morning.
- Make travel arrangements, organise visas and transfers, build good working relationships with the external travel provider.
- Responsible for the daily incoming and outing mail which include but not limited to collection, sorting, stamping and purchasing of stamps.
- Arrange for registered post collections and packages to be collected from/delivered to clients as and when required.
- Order couriers as when instructed. Record all incoming and outgoing courier documents.
- Proactively order office stationary and pantry supplies
- Arrange for the maintenance of the photocopiers/printers as and when instructed.
- Assist with the day to day requirements of the office mobile phones, liaising with the provider and reviewing monthly itemised bills and invoices.
- Responsibility for all swipe cards for the office and office keys, ensuring adequate levels of cards are available and administering the security system.
- Responsibility for facilities maintenance, liaising with building management regarding air conditioning, light bulb changing, water/electric issues etc.
- Reviewing all office invoices for accuracy before submission to Finance for payment.
- Point of contact for APAC IT for any ad-hoc issues.
- Any ad-hoc tasks as requested by Office Manager/HR Manager.

**Required experience**
- At least 1 year of relevant experience

For a copy of the detailed job description/information about the role, please visit the firm's job portal by clicking on the link below.

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