Admin assistant

GABRIEL LAW CORPORATION; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A reputable legal firm in Singapore is seeking a dedicated receptionist to handle various administrative tasks, manage client interactions, and ensure the reception area is well-maintained. The ideal candidate should possess excellent communication skills, professionalism, and the ability to multitask effectively in a busy environment.

Qualifications

• Strong communication skills to screen and direct incoming calls effectively.
• Ability to maintain professionalism and politeness while interacting with clients.
• Organizational skills to manage schedules and maintain cleanliness in work areas.
• Experience with administrative support tasks including typing, copying, and filing.

Responsibilities

• Answer, screen, and direct all incoming calls.
• Greet and serve drinks to clients and guests.
• Ensure cleanliness of the reception, pantry, and meeting rooms.
• Manage meeting room schedules and coordinate appointments.
• Handle incoming and outgoing mail processing.
• Provide administrative and secretarial support to team secretaries.

Job description

We are boutique firm with a good blend of both corporate and litigation work. We are seeking for a suitable candidate to join us.

1. Answer, screen and direct all incoming calls to the appropriate personnel. Messages taken must be clear with caller information (eg: name, contact number, purpose of call and file reference (if any).

2. Greets, receives and serve drinks to all walk-in client, visitors and guests. Represent the company in a polite and business-like manner at all times.

3. Ensures good housekeeping at the reception area, pantry and meeting rooms clean, neat and tidy.

4. Manage the meeting room availability and co-ordinates and schedules meetings and appointments accordingly.

5. Arrange and co-ordinates with courier to dispatch documents.

6. Collects incoming mails daily from the letterbox and processes it (i.e. date and time received and distribute to the respective department).

7. Ensure all outgoing letters/document is sent out on the same.

8. Keep record of all incoming and outgoing mails in the system (eg: entry of payment, dispatch mail etc).

9. Ensure coverage of reception duties during lunch break and leave.

10. Provides administrative & secretarial support to the team secretaries (eg: e-litigation filing, photocopying, typing, etc)

11. Keep record of all achieving files in the warehouse

12. Handles purchases of office stationery, grocery and beverages, etc

13. Handles printing of name cards, letterheads, envelopes, etc

14. Arrange and co-ordinates the maintenance of office equipment (e.g. photocopiers, facsimile machine, shredder, lighting, etc)

15. Handles purchases of office stationery, grocery and beverages

16. Any other ad-hoc projects, duties or tasks assigned