Main Duties
Mail Management and Support
- Daily collection and recording of incoming mail and couriers on Excel.
- Sorting and processing mail received based on instructions indicated in Excel for clients, including but not limited to scanning and emailing to relevant parties.
- Handing over mail received for internal management and staff and checking for next required steps (if any).
- Processing both local and overseas couriers as requested by clients or colleagues and recording in internal cost sheets on Excel once arranged.
- Processing of outgoing mail as requested by clients or colleagues and recording in outgoing mail sheets on Excel once processed.
Clients List Maintenance
- Acting as the gatekeeper of the master list
- Updating new clients details
- Recording each engagement's annual value per service
- Updating respective teams budgeted hours
Software and Information Systems Updating
- Updating Agility's Records
- Updating Xero's Practice Manager
Administrative Assistance
- Arranging documents to and from the Notary Office
- Coordinating courier services
- Printing share certificates and affixing common seals
Clerical Assistance
- Organising, maintaining, and ordering office supply, pantry and stationery inventories.
Other Duties (as required)
Reception Support
- Answering incoming calls through Microsoft Teams phone, transferring incoming calls to the recipient through Teams ID, and noting messages if there is no response and informing the recipient through Teams Chat.
- Making outgoing calls when internally requested to, and transferring outgoing calls through Teams ID to requester.
- Receiving or handing over courier packages and any envelopes or files provided in person.
- Welcoming guests or partners arriving for meetings, informing relevant any person in the office, and directing guests or partners to assigned meeting rooms and offer drinks as needed.
Company Secretarial Support
- Printing share certificates, affixing common seals, and scanning to the requester.
- Scanning statutory documents received, transferring soft copies to Microsoft Sharepoint, and notifying the requester.
- Submitting documents in-person at the bank.
Accounts Support
- Providing One Time Password (OTP) through office banking mobile or physical banking tokens to requesters.
- Scanning accounting records such as bank statements and expenses, transferring soft copies to Microsoft Sharepoint, and notifying requesters.
- Any other ad-hoc jobs as assigned by supervisors.
Requirements
- Proficiency in Microsoft Office Software, especially Outlook, Word, Excel, and PowerPoint
- Ability to work independently and is a team player
- Attention to detail and high problem-solving skills
- Strong organisational skills with multi-tasking abilities
- Experience in handling mail with different instructions preferred, as we are a service provider with various clients using our mail services.
