Role
The Receptionist cum Administrative Assistant play a pivotal role in providing the overall support to the Singapore office. This role also contributes to the effectiveness of the office by providing comprehensive and efficient service to internal and external clients. This will directly support the Firm's and team's business objectives. The Receptionist cum Administrative Assistant will also be responsible for upholding the Firm's high standards of client service, fostering the team's professional reputation, and actively participating in team development initiatives aligned with the Firm's policy.
Team
The Facilities team consists of an Office Manager and two Receptionist cum Administrative Assistants.
Knowledge, Skills & Experience
- Preferably 1-3 years of relevant receptionist and administrative experience, in the professional services industry.
- Ability to communicate at all levels with strong organisational skills.
- Build effective working relationships with partners and staff at all levels.
- Service delivery focused.
- An efficient multi-tasker; able to deal with multiple priorities and urgent situations as they arise; hold the ability to be flexible when needed to adapt to fast-changing dynamics.
- Committed, enthusiastic and innovative.
- Ability to create and maintain professional and effective working relationships with internal and external clients.
Key Responsibilities
- Attend to internal and external clients both on the telephone and in person in a professional manner and respond to clients for information on services by following the correct procedures, instructions and protocols.
- Answer and process all incoming calls via the switchboard and transfer the calls to the relevant individual, and if relaying of messages are required, to ensure accuracy and timeliness of the relaying of oral/written messages.
- Maintain a professional reception area and ensure all meeting rooms are set up correctly and timely for each external meeting (this includes clearing, tidying and replenishing the necessary after each meeting).
- Assist with video / audio conference meetings set ups.
- Assist Business Development Team with seminars and conferences and liaise with the relevant colleagues where necessary.
- Manage travel arrangements and organise visas and transfers, also important to build good working relationships with the external travel provider.
- Manage daily incoming and outgoing mails and local/overseas couriers.
- Liaising with building management and vendors, and assist with day to day office operations and vendor invoices.
- Manage and maintain office stationary, pantry supplies, and maintenance of the photocopiers/printers regularly and as necessary.
- Assist with the day to day requirements of the office mobile phones, liaise with provider and review monthly itemised bills and invoices.
- Responsible for access cards and office keys in terms of supplies, issuance and administration of the security system.
- Responsible for facilities maintenance and liaison with building management regarding air-conditioning, light bulb changing, water/electrical issues etc.
- Review Facilities invoices for accuracy before submission to Finance for payment.
- Point of contact for APAC Information Technology (IT) team for any ad-hoc issues.
*Please note that only shortlisted candidates will be contacted.
Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.
