RECEPTIONIST

1. Reception and Front Desk

• Open the office each morning and prepare the reception area for the day
• Greet visitors and clients, confirm their host and meeting details, and escort them to meeting rooms
• Notify staff when their visitors arrive and offer refreshments to guests
• Answer, screen and transfer incoming calls promptly and professionally
• Handle general enquiries from callers and walk-in visitors, recording new enquiry details and forwarding them to the relevant team
• Keep the reception area neat, tidy and presentable always

2. Meeting Room Coordination

• Manage meeting room bookings, check availability and confirm reservations
• Inspect and prepare meeting rooms before scheduled meetings
• Assist with setting up video conferencing (e.g. Microsoft Teams, Zoom)
• Liaise with IT on meeting room equipment
• Reset rooms after use: clear cups, replenish drinks, and arrange furniture

3. Mail, Deliveries and Couriers

• Receive, sign for and log all incoming mail, parcels and deliveries
• Distribute items to recipients promptly
• Collect mail from the building mailbox and handle outgoing postage, including urgent items
• Arrange courier services and manage postage supplies

4. Office Administration

• Assist with printing, scanning and filing of documents
• Monitor and replenish office, printer, pantry and restroom supplies
• Order name cards, stamps and other stationery
• Maintain staff leave records and the firm's telephone directory
• Prepare monthly work-from-home rosters for secretaries
• Manage the firm's library, including book check-ins, check-outs and catalogue updates
• Assist with scheduling appointments for staff

5. Onboarding and Offboarding

• Prepare workstations for new hires with stationery and name cards
• Set up office access for new joiners on their first day
• Liaise with IT on equipment setup for new joiners
• Remove access, retrieve stationery and clear lockers for departing staff on their last day

6. Facilities and Vendor Management

• Serve as the point of contact with building management on maintenance, repairs, car park, fire drills, air-conditioning and other facility matters
• Coordinate and accompany scheduled visits from service providers(cleaning, document shredding, maintenance, inspections)
• Escalate building issues and emergencies to the appropriate contacts
• Obtain quotations from vendors (housekeeping, restaurants, hotels, etc.) and manage supplier orders in line with procurement procedures
• Handle membership renewals, insurance contracts, and related invoices and approvals

7. Firm Communications and Events

• Prepare and send firm-wide announcements, including recurring weekly and monthly communications
• Maintain internal rosters and post announcements to the intranet
• Update public holiday and office closure dates with relevant professional bodies
• Support firm events and staff engagement activities, including regular staff breakfasts, social gatherings and wellness sessions
• Assist with event planning and venue bookings

Requirements

• Minimum GCE 'O' Level, Diploma or equivalent qualification.
• Previous experience in reception, front desk or administrative support roles is preferred.
• Fresh graduates with a positive attitude and strong communication skills are welcome to apply.
• Good verbal and written communication skills in English.
• Proficient in Microsoft Office applications, including Word, Excel and Outlook.
• Pleasant personality with a professional appearance and a customer-oriented mindset.
• Strong organisational skills, attention to detail and the ability to multitask effectively.
• Responsible, proactive and able to work independently as well as within a team.
• Good interpersonal skills with the ability to interact professionally with people at all levels.
• Candidates must be based in Singapore.
• Overseas candidates will not be considered as we do not provide relocation support.

How to Apply: Submit your resume and cover letter to Recruitment@incisivelaw.com. Only shortlisted will be contacted.