Receptionist & Business Services Assistant

FRESHFIELDS SINGAPORE PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A global law firm in Singapore is seeking a Reception and Client Care Specialist. The role involves managing hospitality, supporting fee earners with administrative tasks, and providing excellent client service. Ideal candidates will have strong communication skills, attention to detail, and the ability to work in a fast-paced environment. Proficiency in Microsoft applications is essential. This position offers a dynamic work environment and opportunities for growth.

Qualifications

• Strong attention to detail and ability to work in a fast-paced environment.
• Eager to learn and not afraid to ask questions.
• Ability to prioritize and work at own initiative.

Responsibilities

• Manage clients’ and visitors’ hospitality, including serving drinks.
• Support fee earners with secretarial tasks and document preparation.
• Attend to courier and transportation requests.

Skills

Exceptional customer service skills

Excellent communication skills

Good administrative skills

Problem-solving skills

Technological proficiency

Tools

Microsoft suite of applications

Job description

You are our brand ambassador and where our client experience starts. We strive to provide professional client service and business support of the highest standards.

Key responsibilities and deliverables

Reception and Client Care:

• Manage clients’ and visitors’ hospitality, including serving of drinks and refreshments.
• Attend to clients’ and visitors’ requests including document printing, catering and transport arrangements.
• Respond to telephone calls promptly and ensure that the reception is maintained at all times.
• Maintain schedule of conference room bookings for meetings, client events and various activities
• Provide first line of support for any audio and video support and requirements for internal and client meetings.
• Ensure client suites and social zones are always tidy.
• Keep records for office security access passes.

Business Services:

• Support fee earners with secretarial tasks including document printing, photocopying, binding, preparing legal hearing bundles and making travel arrangements and restaurant bookings.
• Covers any absence in the secretarial team.
• Liaise with the building management regarding maintenance and repair issues
• Coordinate with vendors regarding maintenance and repair of office equipment and services.
• Monitor inventory for pantry, stationery, and other office supplies.
• Attend to courier and transportation requests.
• Assist the marketing & business development team with the organisation of client seminars, along with other events such as conferences and client networking events. Responsibilities include liaising with venues, caterers and room setups, maintaining RSVPs and preparing name badges.
• Liaise with the technology team to address faults.
• Address all other ad-hoc requests.

Key requirements

Successful candidates will have excellent customer service skills and must be outcome oriented. The ability to work in a fast-paced environment with strong attention to detail is essential.

Key Qualities and Skills:

• Exceptional customer service skills.
• Excellent communication skills (written and verbal) with the confidence and ability to deal with people at all levels.
• Eager to learn and not afraid to ask questions.
• Have a positive attitude and ability to work under pressure.
• Team player – reliable, flexible, enthusiastic, helpful and willing to work beyond normal hours from time to time.
• Good administrative skills; attention to detail and accuracy.
• Strong sense of urgency and problem-solving skills.
• Ability to prioritise and work at own initiative.
• Must be technologically proficient and competent in Microsoft suite of applications.

About Us

Freshfields is a global law firm with a long-standing track record of successfully supporting the world’s leading national and multinational corporations, financial institutions, and governments on ground-breaking and business critical mandates.

At Freshfields we seek to create a better future for our clients, our people and the communities in which we live and work. We value diversity and are committed to building an inclusive environment where everyone feel they can belong, engage and excel.