Front Desk & Office Operations Coordinator

INCISIVE LAW LLC; Singapore; On-site; SGD 25,000 - 40,000; Full time

Job summary

INCISIVE LAW LLC is seeking a proactive Receptionist/Administrative Assistant to manage front desk operations, greet visitors and support daily office administration in Singapore. You will handle calls, mail, meetings and basic facilities coordination in a fast-paced legal office environment.

The role requires strong communication, organisational skills and a professional demeanour. Singapore-based candidates only; relocation not provided.

Qualifications

• Minimum GCE 'O' Level, Diploma or equivalent qualification.
• Fresh graduates with a positive attitude and strong communication skills are welcome to apply.
• Good verbal and written communication skills in English.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook.
• Pleasant personality with a professional appearance and a customer-oriented mindset.
• Strong organisational skills, attention to detail and the ability to multitask effectively.
• Responsible, proactive and able to work independently as well as within a team.
• Good interpersonal skills with the ability to interact professionally with people at all levels.

Responsibilities

• Open the office each morning and prepare the reception area for the day.
• Greet visitors and clients, confirm their host and meeting details, and escort them to meeting rooms.
• Notify staff when their visitors arrive and offer refreshments to guests.
• Answer, screen and transfer incoming calls promptly and professionally.
• Handle general enquiries from callers and walk-in visitors, recording new enquiry details and forwarding them to the relevant team.
• Keep the reception area neat, tidy and presentable always.
• Manage meeting room bookings, check availability and confirm reservations.
• Inspect and prepare meeting rooms before scheduled meetings.
• Assist with setting up video conferencing (e.g. Microsoft Teams, Zoom).
• Liaise with IT on meeting room equipment.
• Reset rooms after use: clear cups, replenish drinks, and arrange furniture.
• Receive, sign for and log all incoming mail, parcels and deliveries.
• Distribute items to recipients promptly.
• Collect mail from the building mailbox and handle outgoing postage, including urgent items.
• Arrange courier services and manage postage supplies.
• Assist with printing, scanning and filing of documents.
• Monitor and replenish office, printer, pantry and restroom supplies.
• Order name cards, stamps and other stationery.
• Maintain staff leave records and the firm's telephone directory.
• Prepare monthly work-from-home rosters for secretaries.
• Manage the firm's library, including book check-ins, check-outs and catalogue updates.
• Assist with scheduling appointments for staff.
• Prepare workstations for new hires with stationery and name cards.
• Set up office access for new joiners on their first day.
• Liaise with IT on equipment setup for new joiners.
• Remove access, retrieve stationery and clear lockers for departing staff on their last day.
• Serve as the point of contact with building management on maintenance, repairs, car park, fire drills, air-conditioning and other facility matters.
• Coordinate and accompany scheduled visits from service providers (cleaning, document shredding, maintenance, inspections).
• Escalate building issues and emergencies to the appropriate contacts.
• Obtain quotations from vendors (housekeeping, restaurants, hotels, etc.) and manage supplier orders in line with procurement procedures.
• Handle membership renewals, insurance contracts, and related invoices and approvals.
• Prepare and send firm-wide announcements, including recurring weekly and monthly communications.
• Maintain internal rosters and post announcements to the intranet.
• Update public holiday and office closure dates with relevant professional bodies.
• Support firm events and staff engagement activities, including regular staff breakfasts, social gatherings and wellness sessions.
• Assist with event planning and venue bookings.

Skills

Reception skills

Front desk

Communication skills

Microsoft Office

Organisational skills

Multitasking

Customer service

Education

GCE O' Level / Diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

INCISIVE LAW LLC is seeking a proactive Receptionist/Administrative Assistant to manage front desk operations, greet visitors and support daily office administration in Singapore. You will handle calls, mail, meetings and basic facilities coordination in a fast-paced legal office environment.

The role requires strong communication, organisational skills and a professional demeanour. Singapore-based candidates only; relocation not provided.