Administrative Assistant

Allhires; Singapore; Hybrid; SGD 36,000 - 52,000; Full time

Job summary

Allhires is seeking a dedicated receptionist to provide full-time front desk support in our Singapore office. You will welcome visitors, manage phone calls and badge issuance, and coordinate with facilities for conference rooms and mail handling.

The role includes onboarding support for new hires, coordinating housing and transport, and assisting with travel arrangements. You will work with the team to maintain efficiency, confidentiality, and professional client service.

Qualifications

• 2–3 years of relevant experience in reception, facilities management or office operations.
• Experience in reception, facilities management or office operations is highly regarded.
• Strong written and spoken English; knowledge of another language is a plus.
• Bachelor’s degree or equivalent preferred.

Responsibilities

• Provides full-time receptionist and front desk support during office hours.
• Welcomes and assists visitors, handles main-line calls and transfers, and manages temporary badge issuance.
• Oversees conference-room management, mail, courier needs, taxi bookings, and pantry coordination.
• Supports onboarding for new hires and summer associates; coordinates housing, transport, and workspace setup.
• Assists in law society matters (registrations, filings, etc.) and supports travel coordination and expense reimbursements.
• Manages emergency escalation procedures and coordinates with internal teams and service providers.
• Offers general administrative and secretarial backup to ensure smooth office operations in Singapore.

Skills

Reception

Facilities management

Office operations

Education

Bachelor's degree

Job description

• Provides full-time receptionist and front desk support, serving as the first point of contact during office hours
• Owns front-of-house responsibilities, including welcoming and assisting visitors, main-line call handling and transfers, temporary badge issuance and badge log maintenance, conference-room management, incoming and outgoing mail, taxi bookings, couriers, visitor hospitality and pantry coordination
• Owns office-wide administration, including internal events, new-hire onboarding support, building and facilities liaison, vendors, supplies, records management and general office coordination
• Coordinates new-hire and summer-associate onboarding logistics, including housing, transport, workspace setup and related administrative arrangements
• Assists in Law Society matters (registrations, filing and applications, etc.)
• Supports managers with travel coordination and expense reimbursements
• Manages emergency escalation procedures and attends to emergency call-outs as required, coordinating with relevant internal teams, Building Management and service providers
• Provides general administrative and secretarial backup support to ensure efficient office operations and smooth coordination across the Singapore office
• Handles sensitive information with discretion, maintains confidentiality and supports compliance with applicable privacy policies and regulations
• Works closely with other administrative staff, supports colleagues as needed, ensures deadlines are met, adapts to changing priorities.
• Performs other ad hoc tasks assigned by supervisors

Preferred Skills

• 2–3 years of relevant experience, preferably in the legal or professional services industry
• Experience in reception, facilities management or office operations is highly regarded
• Highly proficient in written and spoken English; proficiency in another language is a plus
• Strong team player with excellent communication and customer service skills
• Strong attention to detail and highly organized
• Pleasant, confident, approachable, proactive and professional

Required Education

• Bachelor’s degree or equivalent preferred