Business Services Assistant

ALLEN OVERY SHEARMAN STERLING LLP; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A prestigious law firm in Singapore is seeking a professional to provide Front-of-House services. Responsibilities include managing visitor interactions, coordinating with IT for conference room setups, and handling courier services. The ideal candidate should exhibit professionalism, attention to detail, and effective communication skills. Adhering to the office dress policy is essential.

Responsibilities

• Provide professional Front-of-House services for Singapore Office.
• Attend to switchboard professionally and retrieve voicemails.
• Greet visitors and guide them to meeting rooms.
• Manage bookings for conference rooms and ensure A/V equipment is prepared.
• Record incoming and outgoing couriers accurately.
• Order pantry supplies and maintain supplier relations.
• Distribute daily absence emails and follow up on leave applications.

Job description

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 as assigned by the Business Services Manager.

Role and Responsibilities

Telephone

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

Visitors

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

Conference Rooms, Meetings, Video Conferencing

• Manage bookings for conference rooms and ensure audio/visual equipment is prepared, coordinating with IT for video conferencing setup.
• Maintain tidiness of reception area and conference rooms, and ensure furniture is cleaned.
• Replenish stationery items in conference rooms.
• Check that fittings, lighting, and equipment are functioning properly, reporting any issues for immediate servicing.
• Organize meals and refreshments for events such as meetings, training, and seminars.

Incoming/Outgoing Couriers and Post

• Record incoming and outgoing couriers (including HK & London pouches), ensure accurate client/matter numbers on waybills, and arrange pickups and deliveries.
• Reconcile courier invoices for chargeable and non-chargeable accounts.
• Organize outgoing post, purchase and record postage stamps.

Suppliers and Supplies

• Order pantry supplies, fruits, and water.
• Check and record supplier invoices before submitting for approval.
• Update and circulate suppliers' contact list regularly.

Staff Absences

• Distribute daily absence emails and follow up on leave applications.
• Organize and circulate secretarial support coverage emails.
• Enter absence data into PeopleSoft, audit entries, and maintain related records.

Others

• Distribute daily lists of absences, visitors, and emergency contacts.
• Arrange reception coverage as needed.
• Assist with bookings and coordination of conference facilities.
• Support the Business Services Manager with ad hoc duties.
• Maintain records of Chubb security card users.
• Arrange taxis for staff and guests as needed.
• Maintain daily stock of refreshments in the refrigerator.

To project a professional image, adherence to the office dress policy is recommended.