Team
The Facilities team consists of an Office Manager, two Receptionists/Administrative Assistants.
Key relationships to establish are contribute to the effectiveness of the Singapore office by providing a comprehensive and efficient service to clients in order that the business objectives of the Firm and team are achieved, maintain the high standard of service offered to the Firm’s existing clients and to assist in furthering the professional reputation of the team and contribute to the development of the team in accordance with the Firm’s policy.
Key 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.
For more details about the role, please visit the Firm's job portal by copy and pasting the link below to your browser.
https://fsr.cvmailuk.com/Kennedys/main.cfm?page=jobSpecific&jobId=67726&firm_preview=true&firm_mode=internet&rcd=221079
Please submit your application to the Firm's job portal.
