Administrative Assistant

GLORIA JAMES-CIVETTA & CO; Singapore; On-site; SGD 28,000 - 36,000; Full time

Benefits offered by this job

Dental insurance

Health insurance

Job summary

GLORIA JAMES-CIVETTA & CO in Singapore seeks an organised administrative assistant to support reception duties, client file management, and general office administration. You will answer calls, direct inquiries to lawyers or secretaries, and help maintain documentation.

You will handle client information, assist with opening/closing files, conduct conflict checks in the Clio system, escort clients, and assist with refreshments during meetings, while ensuring accurate billing and payments with

Qualifications

• 2 to 3 years of relevant administrative experience preferred.
• Good working knowledge of Microsoft Office and the Clio system.
• Strong organisational skills and attention to detail.
• Meticulous, systematic and organized, strong administrative skills.
• Communicate professionally and confidently.
• Comfortable to handle confidential information
• Ability to manage multiple tasks, meet deadlines, and work independently.
• Responsible, proactive, and willing to learn.

Responsibilities

• Assist in reception duties and provide administrative support in matters relating to clients and file management.
• Answer telephone calls and direct them to lawyers, legal managers, or secretaries as appropriate.
• Assist in opening and closing files, ensuring proper documentation.
• Record client information and conduct conflict data searches.
• Escort clients to meeting rooms and notify the relevant lawyers, legal managers, or secretaries.
• Serve coffee or tea to clients during meetings.
• Issue receipts and record office payments accurately in the Clio data system; liaise with the Accounts Manager.

Skills

Organizational skills

Attention to detail

Communication skills

Handle confidential information

Proactive learner

Tools

Clio system

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Responsibilities

• Assist in reception duties and provide administrative support in matters relating to clients and file management.
• Answer telephone calls and direct them to lawyers, legal managers, or secretaries as appropriate.
• Assist in opening and closing files, ensuring proper documentation.
• Record client information and conduct conflict data searches.
• Escort clients to meeting rooms and notify the relevant lawyers, legal managers, or secretaries.
• Serve coffee or tea to clients during meetings.
• Issue receipts and record office payments accurately in the Clio data system; liaise with the Accounts Manager.

Requirements

• 2 to 3 years of relevant administrative experience preferred.
• Good working knowledge of Microsoft Office (Word, Excel, Outlook) and the Clio system.
• Strong organisational skills and attention to detail.
• Meticulous, systematic and organized, strong administrative skills.
• Communicate professionally and confidently.
• Comfortable to handle confidential information
• Ability to manage multiple tasks, meet deadlines, and work independently.
• Responsible, proactive, and willing to learn.

Benefits:

• Dental insurance
• Health insurance