Business Services Assistant

Role purpose

Provide professional Front-of-House services for Singapore Office. Work closely with other support team members (including HR, Business Services, Finance & IT). Perform other duties assigned by Business Services Manager.

Role and responsibilities

Telephone

• Attend to switchboard professionally.
• Retrieve voicemail from the main telephone line and pass messages on to appropriate staff.
• Set up, coordinate with IT and ensure that office-closure message is turned whenever office closes.
• Update and circulate internal telephone extensions, residential telephone and mobile phone lists whenever there are changes of staff.

Visitors

• Greet visitors courteously, advise the relevant staff of their presence, guide visitors to the meeting rooms, organize their refreshments.
• Allocate desks/rooms for overseas guests and ensure that the phones and computers are ready prior to arrival of guests.
• Organize hotel accommodation and car pickups, if necessary.
• Update and circulate visitors list to Business Services Team

Conference Rooms I Meetings I Video Conferencing

• Control bookings of conference rooms and audio/visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing.
• Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.
• Ensure that stationery items in conference rooms are replenished
• Ensure that fittings, lightings & equipments at reception area and conference rooms are working properly, including reporting to Business Services for immediate servicing.
• Organise meals and refreshments for events (meetings, training, seminars, etc).

Incoming/Outgoing Couriers and Post

• Record incoming and outgoing courier (including HK & London pouches), ensure client/matter numbers are accurately reflected on waybills before filing them, arrange courier pickups and deliveries.
• Reconcile courier invoices for chargeable/non-chargeable accounts for Finance.
• Organise and record outgoing post, purchase and record postage stamp.

Suppliers and Supplies

• Place orders of pantry, fruits and water supplies.
• heck and record suppliers invoices before submitting to Finance/HR & Business Services Manager for approval.
• Update and circulate suppliers contact list to Business Services team members regularly.

Staff Absences

• Circulate daily absence info emails and following up of leave applications of absentees.
• Organise and circulate secretarial support cover emails.
• Enter absence records on PeopleSoft, audit entries made and filing of forms and related correspondence.

Others

• Circulate daily absence/visitors/emergency contact info lists.
• Arrange and circulate reception coverage as and when necessary.
• Assist with bookings & coordination of conferencing facilities.
• Assist BS Manager with ad hoc duties
• Maintain and update records of Chubb security cards users.
• Book taxi for fee earners & guests as and when required.
• Maintain stocks of refreshments in refrigerator on a daily basis.

As it is important to project a professional image of the Company, therefore it is advisable to adhere to the office dress policy.