Responsibilities
- Answer and process all incoming calls via the switchboard, transferring the call to the relevant individual.
- Accurately record and promptly relay oral and written messages.
- Welcome and assist callers and direct visitors in a professional manner.
- Follow correct procedures, instructions and protocols.
- Maintain a professional reception area.
- Responsibility for ensuring all meeting rooms are set up correctly for each external meeting with adequate supplies of notebooks, pens and refreshments and are cleared and tided after each meeting.
- Assist with MS Teams/conference call set ups.
- Coordinate all seminars and conferences with the Business Development team.
- Responsibility for ensuring the telephone switchboard Night system is activated to answer all evening calls and the Day system is activated each morning.
- Make travel arrangements, organise visas and transfers, build good working relationships with the external travel provider.
- Responsible for the daily collection, sorting and stamping of incoming and outgoing mail.
- Weigh, stamp and record all outgoing mail, purchasing stamps from the Post Office as and when required.
- Arrange for registered post collections and packages to be collected from/ delivered to clients as and when required.
- Order couriers as when instructed. Record all incoming and outgoing courier documents.
- Proactively order office stationary, including paper, toners etc on a week/fortnightly basis. Ensure accurate stock lists are maintained and costs adhered to.
- Proactively order kitchen supplies, including drinking water for the dispenser.
- Replenish the kitchen supplies in the office kitchen each morning and periodically.
- Arrange for the maintenance of the photocopiers/printers as and when instructed.
- Assist with the day to day requirements of the office mobile phones, liaising with the provider and reviewing monthly itemised bills and invoices.
- Responsibility for all swipe cards for the office and office keys, ensuring adequate levels of cards are available and administering the security system.
- Responsibility for facilities maintenance, liaising with building management regarding air conditioning, light bulb changing, water/electric issues etc.
- Reviewing all office invoices for accuracy before submission to Finance for payment.
- Point of contact for APAC IT for any ad-hoc issues.
OFFICE ADMINISTRATION
- Administer all Legal Subscriptions both online and hard copies, maintaining accurate records and update all loose leafing.
- Assist with managing the day to day arrangements of the off-site filing, maintaining accurate records of the location of the files, liaising with provider for collections and deliveries.
- Review all boxes for storage before collection to ensure contents accurately reflects storage spreadsheet.
- Assisting the Business Development Manager with any administrative requirements.
- Assist with Office projects following instruction from the Office Manager.
GENERAL DUTIES
- Create and maintain professional relationships with clients, employees, and Partners.
- Operate the Firm’s quality procedures as specified in the current edition of the Service Standards.
- Be subject to varying degrees of supervision on a day-to-day basis liaising with the Finance
- Manager and other supervisors on a regular basis.
- Undertake any other duties which, from time to time, may be allocated.
- Operate safely in the workplace.
- Respond to customers'/clients' specific requests for information on services.
