Receptionist / Client Services Officer (4 months Contract)

TALENT LEGAL GLOBAL SEARCH CONSULTANCY (PTE.) LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A legal consulting firm in Singapore is looking for an Office Receptionist to provide comprehensive reception support, manage calls, oversee conference room bookings, and ensure seamless office operations. The candidate will be responsible for maintaining internal directories, engaging with vendors, and assisting with various administrative functions. Ideal for individuals who thrive in a busy office environment and possess excellent organizational skills.

Responsibilities

• Provide full reception support to the Singapore office.
• Answer switchboard for Singapore and Sydney offices.
• Maintain Singapore calendar for conference room bookings.
• Notify Sydney lawyers for room assignments.
• Update Singapore and Sydney internal telephone lists.
• Liaise with head office for floor plan updates.
• Ensure tidy setup of conference rooms.
• Order meals for conference rooms upon request.
• Maintain courier records for deliveries.
• Assist with overflow printing and data entry.
• Engage in firm webinars and training programs.

Job description

Responsibilities

• Providing full reception support to the Singapore office.
• Answering the switchboard for Singapore office and Sydney office for re‑routed incoming calls.
• Maintaining Singapore calendar for conference room bookings, room assignment for visitors and absent/onleave personnel.
• Notifying Sydney lawyers for room assignment for visiting lawyers.
• Updating and distribution of Singapore and Sydney internal telephone lists and emergency contact details.
• Liaising with head office to update and upload Singapore and Sydney floor plans.
• Keeping Reception Reference Binder and wifi signage up‑to‑date for reception cover purposes.
• Ensuring conference rooms and visiting lawyer offices are fully set‑up and tidy at all times when unoccupied (morning walk‑arounds required).
• Ensuring conference rooms (including minibar and wine fridges) stocked at all times with beverages, stationery and marketing materials.
• Arranging manpower logistics with external vendors to ensure set‑up and clear‑away of in‑house conferences and events: open/close retracting conference room doors, movement and storage of moveable conference room tables, set‑up of theatre style or any other arrangement as directed by Marketing; set‑up of cocktail tables and any other event equipment including food and beverages; distributing marketing materials and giveaways (in conference suite area) as instructed by Marketing.
• Setting up refreshments for meetings.
• Ordering meals for conference rooms upon request and maintaining a log to assign client/matter and firm numbers to invoices upon receipt.
• Setting up of video conference and audio‑visual equipment. Available for sound and video conference check when needed.
• Recording all personnel visitors on spreadsheet for monthly reporting to head office.
• Singapore personnel monthly birthday cake and monthly drinks orders and preparation.
• Ordering other occasion flowers when appropriate.
• Flight, hotel and airport pick‑up bookings.
• Maintaining Directory of Facilities and Services and to assist with setting up of corporate accounts.
• Booking local and international couriers, including weekly pouches to other offices; booking international couriers for Sydney office; assisting to reconcile against invoices and arrange payment.
• Maintaining courier records for all incoming and outgoing deliveries.
• Sorting and distributing incoming post/internal mail/courier deliveries and all other incoming deliveries. Recording details where applicable.
• Maintaining postage stamps and a log to assign client/matter and firm numbers upon usage. Drop outgoing post to the post box.
• Recording and distributing incoming and outgoing faxes, notifying of any discrepancy to relevant parties.
• Booking and recording of cars and taxis. Maintaining a log to assign client/matter or firm numbers on invoices upon receipt.
• Preparing Singapore Partners Movements Chart to update BD personnel fortnightly.
• Ordering and maintaining client services and personnel refreshment / pantry stocks.
• Ordering and maintaining marketing materials (with BD personnel).
• Monitoring, maintaining and ordering stock control of stationery items, including toner, waste toner cartridges, paper and special items supplied from the US.
• Arranging for Xerox to collect waste toner cartridges on delivery of new cartridges.
• Calling Xerox for breakdown of machines and ensure problems are fixed without delay.
• Checking and refilling paper supplies in Office Services machines and other machines where appropriate throughout the office: to include fax, photocopiers and printers, etc.
• Business card orders and proofs‑checking with local printing vendor.
• Preparing office/desk for new employees (stationery, signage, etc.).
• Assisting Legal Practice Assistants with overflow of printing, business cards data entry, photocopying and binding.
• Tracking, compiling and providing to Revenue Analyst on a timely basis all printing, binding and any other costs for soft cost charging procedure.
• Re‑directing BCD Travel invoices and credit notes to delegated Legal Practice Assistant.
• Accounts payable assistance, including Chrome River data entry and liaison with vendors in relation to invoices and outstanding payments.
• Liaising with Building Concierge and sending 'By the Bay' app to all visitors for building turnstile access.
• Arranging Facilities related support such as light bulbs to be changed, temperature control and other such items as directed.
• Arranging and monitoring office maintenance schedules.
• Assisting with File Trail archiving of files and to update/upkeep central log records. For outside storage, assist Legal Practice Assistants (LPAs) with the logistics of getting boxes ready for Iron Mountain collection. Internal delivery of boxes to respective users upon file retrieval. Ensure enough stock of Iron Mountain boxes and supplies.
• Entering own time on Workday.
• Engaging in the firm’s webinars and training programs.
• Miscellaneous duties that may from time to time be required (including some accounts related duties).
• Any other assignments as delegated by Office Manager, Singapore.