RECEPTIONIST

Incisive Law LLC; Singapore; On-site; SGD 28,000 - 42,000; Full time

Job summary

Incisive Law LLC invites applications for a receptionist/administrative support role based in Singapore. You will welcome visitors, manage meeting rooms, handle mail and deliveries, and support daily office operations, including onboarding and facilities coordination.

You will work with a professional team, use MS Office regularly, and ensure a tidy, organized front desk capable of multitasking in a fast-paced environment.

Qualifications

• Minimum GCE 'O' Level, Diploma or equivalent qualification.
• Previous experience in reception, front desk or administrative support roles preferred.
• 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

• Greet visitors, confirm host and meeting details, and escort guests to meeting rooms.
• Manage meeting room bookings, check availability and prepare rooms for scheduled meetings.
• Handle mail, deliveries, and courier arrangements; log incoming items and distribute promptly.
• Assist with printing, scanning, filing, and replenishing office supplies.
• Set up workstations for onboarding, including access provision and IT coordination.
• Coordinate facilities and liaise with building management on maintenance and vendor visits.
• Prepare firm communications and assist with firm events and staff engagement activities.

Skills

Strong communication

Organizational skills

Attention to detail

Teamwork

Customer service mindset

Education

GCE O'Level

Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook / Office 365

Job description

1. Reception and Front Desk

• 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

2. Meeting Room Coordination

• 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

3. Mail, Deliveries and Couriers

• 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

4. Office Administration

• 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

5. Onboarding and Offboarding

• 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

6. Facilities and Vendor Management

• 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

7. Firm Communications and Events

• 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

Requirements

• Minimum GCE 'O' Level, Diploma or equivalent qualification.
• Previous experience in reception, front desk or administrative support roles is preferred.
• 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.

Candidates must be based in Singapore.

Overseas candidates will not be considered as we do not provide relocation support.