Business Services Assistant
- Singapore
- Permanent
- Full-time
- Attend to switchboard professionally.
- Retrieve voicemail from the main telephone line and pass messages on to appropriate staff.
- Set up, coordinate with IT and ensure that office-closure message is turned whenever office closes.
- Update and circulate internal telephone extensions, residential telephone and mobile phone lists whenever there are changes of staff.
- Greet visitors courteously, advise the relevant staff of their presence, guide visitors to the meeting rooms, organize their refreshments.
- Allocate desks/rooms for overseas guests and ensure that the phones and computers are ready prior to arrival of guests.
- Organize hotel accommodation and car pickups, if necessary.
- Update and circulate visitors' list to Business Services Team
- Control bookings of conference rooms and audio/visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing.
- Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.
- Ensure that stationery items in conference rooms are replenished
- Ensure that fittings, lightings & equipments at reception area and conference rooms are working properly, including reporting to Business Services for immediate servicing.
- Organise meals and refreshments for events (meetings, training, seminars, etc).
Record incoming and outgoing courier (including HK & London pouches), ensure client/matter numbers are accurately reflected on waybills before filing them, arrange courier pickups and deliveries.
Reconcile courier invoices for chargeable/non-chargeable accounts for Finance.
Organise and record outgoing post, purchase and record postage stamp.Suppliers and Supplies
- Place orders of pantry, fruits and water supplies.
- Check and record suppliers' invoices before submitting to Finance/HR & Business Services Manager for approval.
- Update and circulate suppliers' contact list to Business Services team members regularly.
- Circulate daily absence info emails and following up of leave applications of absentees.
- Organise and circulate secretarial support cover emails.
- Enter absence records on PeopleSoft, audit entries made and filing of forms and related correspondence.
- Circulate daily absence/visitors/emergency contact info lists.
- Arrange and circulate reception coverage as and when necessary.
- Assist with bookings & coordination of conferencing facilities.
- Assist BS Manager with ad hoc duties
- Maintain and update records of Chubb security cards users.
- Book taxi for fee earners & guests as and when required.
- Maintain stocks of refreshments in refrigerator on a daily basis.