OFFICE RECEPTIONIST/ADMIN ASSISTANT

EMERALD LAW LLC; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A legal services firm in Singapore is seeking an Administrative Support professional to greet visitors, manage communication, and perform essential administrative tasks. This role requires strong communication skills and the ability to multitask efficiently in a fast-paced environment. The ideal candidate has a minimum qualification of a diploma and experience in a customer service or administrative role.

Qualifications

• Minimum requirement of diploma or equivalent.
• Prior experience in customer service or administrative role is preferred.

Responsibilities

• Welcome visitors in a professional and friendly manner.
• Answer and direct phone calls using a multi-line phone system.
• Maintain office calendars and schedule meetings or appointments for staff members.
• Sort and distribute incoming mail and packages.
• Perform clerical duties such as filing, data entry, copying, and maintaining records.
• Provide information about the company’s services to visitors or callers.
• Ensure security protocols are followed by guests.
• Ensure the reception area and conference rooms are clean and organized.
• Assist other departments with special projects or events.
• Maintain a well-groomed and professional appearance.

Skills

Strong verbal and written English communication skills

Friendly and professional demeanor

Familiarity with Microsoft Office

Ability to handle multiple tasks

Attention to detail

Problem-solving skills

Time management

Education

Diploma or equivalent

Additional certification in office administration or customer service

Tools

Microsoft Office

Job description

Qualifications:

1. Education:

• Minimum requirement of diploma or equivalent.
• Additional certification in office administration or customer service is an advantage.

2. Skills:

• Communication: Strong verbal and written english communication skills.
• Customer Service: Friendly and professional demeanor with a customer-focused approach.
• Computer Proficiency: Familiarity with Microsoft Office (Word, Excel, Outlook) and basic office equipment.
• Multitasking: Ability to handle multiple tasks efficiently, such as managing phones, emails, and walk-in visitors simultaneously.
• Organizational Skills: Attention to detail with the ability to manage schedules, appointments, and office documents.
• Problem-Solving: Capable of addressing queries, complaints, and issues with tact and professionalism.
• Time Management: Able to prioritize tasks and manage time effectively.

3. Experience:

• Prior experience in a customer service or administrative role is preferred, though entry-level candidates may be considered based on other relevant skills.

Job Descriptions:

1. Greeting and Directing Visitors:

• Welcome visitors in a professional and friendly manner
• Direct guests to the appropriate personnel or department and ensure they sign in and out as required.

2. Managing Calls and Communication:

• Answer and direct phone calls using a multi-line phone system.
• Take and relay messages or assist callers with inquiries.
• Handle email correspondence and other communication channels professionally.

3. Scheduling and Appointments:

• Maintain office calendars and schedule meetings or appointments for staff members.
• Organize meeting rooms, prepare them for meetings, and assist with booking requests.

4. Mail and Package Handling:

• Sort and distribute incoming mail and packages.
• Arrange outgoing mail and courier services, ensuring timely delivery.

5. Administrative Tasks:

• Perform clerical duties such as filing, data entry, copying, and maintaining records.
• Assist with basic office management, including ordering supplies and ensuring office equipment is functioning properly.

6. Customer Service:

• Provide information about the company’s services, policies, or procedures to visitors or callers.
• Handle customer complaints, escalating them to the appropriate department if necessary.

7. Security and Visitor Management:

• Processing KYC form for clients
• Ensure security protocols are followed by guests entering restricted areas.

8. Office Organization and Maintenance:

• Ensure the reception area and conference rooms are clean, organized, and presentable.
• Track inventory of office supplies and ensure items are restocked when necessary.

9. Support for Special Projects:

• Assist other departments with special projects or events, including administrative support for company functions.

10. Maintaining a Professional Image:

• Maintain a well-groomed and professional appearance at all times, representing the company's values in interactions with both internal and external parties.