Office Services Associate

WILLIAMS LEA PRIVATE LIMITED; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

WILLIAMS LEA PRIVATE LIMITED in Singapore is seeking an experienced administrator to manage office services and facilities. You will ensure service levels, coordinate stationery, rooms, hospitality, and support lawyers with admin duties in a fast-paced environment.

5 days in office at the CBD location, with strong emphasis on communication and attention to detail. Relevant diploma or degree preferred, and 3–5 years in the legal sector is advantageous.

Qualifications

• Diploma/Degree in communication or Business Administration.
• 3–5 years of relevant experience in the legal industry is a plus.
• Strong written and spoken communication skills.
• Professional, well-presented and a team player.
• Attention to detail and ability to work under pressure.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook, Teams, Zoom).

Responsibilities

• Managing a structured and efficient workflow for all service areas within your remit.
• Ensuring service levels agreed with the client are achieved and continuously improved.
• Regularly reviewing services to ensure continuous improvement of their delivery.
• Ensuring stationery, facilities and other equipment are properly utilized and maintained.
• Assisting with admin support and facilities services for the office.
• Managing room and hospitality bookings, including setting up rooms.
• Liaising with onsite cleaning teams and arranging hospitality.
• Supervising and coordinating events for clients’ marketing activities on/off premises.
• Handling all incoming and outgoing mail/deliveries.
• Providing photocopying, scanning, and printing as per customer instructions.
• Processing and analysing monthly activity metrics and supplier invoices.
• Assisting lawyers with legal & marketing administrative duties.
• Any ad-hoc requests from Williams Lea or the client

Skills

Effective communication

Attention to detail

Team player

Independent

Flexible

Professional demeanor

Education

Diploma/Degree in communication or Business Administration

Tools

Excel

Word

PowerPoint

Outlook

Teams

Zoom

Job description

Job Responsibilities:

• Managing a structured and efficient workflow for all service areas within your remit
• Ensuring that all service levels agreed with the client as part of the contract service delivery are achieved and continuously improved
• Regularly reviewing services to ensure continuous improvement of their delivery
• Ensuring stationery, facilities and other equipment are properly utilized and maintained
• Playing a flexible role assisting with the first impression, admin support and facilities services for the office
• Manage room and hospitality bookings, including setting up rooms
• Arrange hospitality and liaise with onsite cleaning teams
• Supervise, coordinate, assist in clients’ marketing events (including evening events as agreed overtime), at both on/off premises
• Handling all incoming and outgoing mail/deliveries
• Providing photocopying, scanning, and printing as per customer instructions
• Processing and analyzing monthly activity metrics reports (volume, spend) and monthly supplier billing invoices
• Assist lawyers in any other legal &marketing administrative duties
• Any ad-hoc request made by Williams Lea or the client

Job Requirement:

• Diploma/Degree in communication, Business Administration
• 3 to 5 years of relevant experience, within the legal industry will be an added advantage
• Effective communication skills, both written and oral
• Passion to provide customer service with a professional attitude
• Well presented with a professional manner
• Flexible, Independent, good team player
• High degree of attention to detail, ability to retain high levels of concentration in a busy working environment
• Well versed in office applications (Excel, Word& PowerPoint, Outlook, Teams, Zoom)
• 5 days in office
• Working location is at CBD area