Receptionist (Law firm, 3months)

about the companyMy client is an international law firm, with more than 100 years of service. about the jobthe role primarily focuses on three major areas: Reception & Communications, Office & Facilities Management, and General Administrative Support.Reception & CommunicationsFront-of-House: Providing full reception support, including answering the switchboard for the Singapore and re-routed calls for the Sydney office.Information Management: Updating and distributing internal telephone lists, emergency contacts, and maintaining the Reception Reference Binder and Wi-Fi signage.Visitor & Travel: Managing visitor logistics (room assignments, access), booking flights, hotels, airport pick-ups, and recording visitor information.Office & Facilities ManagementRoom Logistics: Managing conference room bookings, visitor room assignments, and notifying overseas lawyers of visiting lawyer room assignments.Maintenance & Setup: Ensuring conference rooms and visiting offices are tidy and fully stocked (beverages, stationery, marketing materials). This includes morning walkarounds.Events & Meetings: Setting up refreshments, ordering meals for meetings, coordinating external vendors for event setup/clearance (including moving furniture, setting up cocktail tables), and handling audio-visual equipment setup/checks.Stock Control: Monitoring, ordering, and maintaining stock for client services, pantry refreshments, stationery, and marketing materials. Managing toner and paper supplies throughout the office and coordinating machine maintenance/repairs.Facilities Coordination: Liaising with Building Concierge for visitor access, arranging facilities support (e.g., light bulbs, temperature), and monitoring office maintenance schedules.General Administrative SupportMail & Courier: Managing all incoming/outgoing post, internal mail, faxes, and courier services (local and international, including weekly pouches to other offices and international couriers for Australia), maintaining logs, reconciling invoices, and dropping off post.Financial Administration: Accounts payable assistance, reconciling courier and travel invoices, maintaining logs for chargeable expenses (meals, postage, cars/taxis), and providing cost tracking data to the Revenue Analyst.Logistics & Reporting: Booking cars and taxis, preparing the Singapore Partners Movements Chart, and recording all personnel visitors for monthly reporting.HR/Support: Ordering monthly birthday cakes and drinks, ordering flowers, preparing desks for new employees, and assisting Legal Practice Assistants with overflow tasks (printing, photocopying, binding).Records: Assisting with file archiving and maintaining central log records.Miscellaneous: Entering own time on Workday, engaging in firm training, and performing other duties as delegated by the Office Manager. skills and experience requiredThe role requires strong organizational skills, attention to detail, and the ability to handle a wide range of administrative tasks. The ideal candidate should have at least 2 years of relevant experience in a law firm and a strong knowledge of legal administration. Highly professional, yet approachable, demeanor, with comfort and competence both in dealing with senior lawyers and working collaboratively with other lawyers and staff throughout the firm. If you believe you have the right skills, experience and drive to succeed, please apply now. EA: 94C3609 / Reg: R1872162