Receptionist cum Office Services Assistant

Job Responsibilities:

Front Desk, Reception & Facilities Services

· Maintain Front of House

· Greeting and receiving clients/visitors

· Answer, screen and transfer of telephone calls

· Facilitate booking, setting up meeting rooms and visitor desks

· Dialing in to Video Conference meetings

· Onboard visitors and new joiners to SLT app

· Assist with uploading of invoices and maintaining proper records

· Assist OM with facilities management, liaising with building management for service requests, etc.

· Maintain vendor contracts (filters for water dispenser, plants, fire extinguishers etc.)

· Arrange for and supervise scheduled service requests of customer’s equipment (including but not limited to coffee machine, water dispenser, plants, fire extinguisher, etc.)

· Liaise with cleaning team

· Support BD and training events with (name badges, reception, catering, etc.)

· Fire Warden / First-Aid trained

· Any other ad hoc duties

Reprographics & Convenience Copier Management

· Printing, production of documents

· Digital scanning – scan, sort and index documents

· Perform data entry of materials from source documents to system

· Ensure printers/copiers are functioning to service level

· Maintain firm’s branded printing materials

· Perform first line support on customer MFD and copiers, i.e. restocking paper, checking for copy quality, cleaning glass, refilling toner and other like duties as and when necessary

· Assist with basic (level 1) IT/printers’ connectivity troubleshooting and fault reporting

· Place call to printer vendor for servicing, maintenance

· Submit and upload monthly meter readings for billing

Office Services

· Sort, distribute all inbound mail items (courier, mail, registered, inter-office)

· Regular updating of mail records

· Coordinate with mail vendors on courier, mail for external dispatch

· Perform daily mail runs within the office for distribution and collection of mails

· Maintain and replenish mail inventory, office & pantry supplies/stationeries

· Support record management and document archiving

· Confidential waste disposal – perform scheduled shredding activities of confidential waste documents. This service is currently performed in-house

· Utilize software and mail applications where applicable

Skills Required:

· Strong interpersonal communication skills, verbal and written

· Possess clear and articulate speaking voice

· Able to work in a time and deadline sensitive environment

· Independent, with minimum supervision

· Strong multitasking abilities and attention to detail

· Effective time management skills

· Maintain confidentiality and exhibit professional decorum at all times

· Good problem-solving skills

· Able to learn and conform to any new work procedures

· Willing to work overtime (incl. weekends and holidays) at minimal notice

Desirable Qualifications:

· 5 years’relevant experience in customer service, front office and general office administrative duties, ideally in the legal industry

· Intermediate proficiency of Microsoft Office suite (Word, PowerPoint, Excel)

· Proficiency of tele-conference applications, (Zoom, Teams, Google Meet)