Receptionist cum Administrative Assistant

Role

The Receptionist cum Administrative Assistant play a pivotal role in providing the overall support to the Singapore office. This role also contributes to the effectiveness of the office by providing comprehensive and efficient service to internal and external clients. This will directly support the Firm's and team's business objectives. The Receptionist cum Administrative Assistant will also be responsible for upholding the Firm's high standards of client service, fostering the team's professional reputation, and actively participating in team development initiatives aligned with the Firm's policy.

Team  

The Facilities team consists of an Office Manager and two Receptionist cum Administrative Assistants.

KNOWLEDGE, SKILLS & EXPERIENCE

• Preferably 1-3 years of relevant receptionist and administrative experience, in the professional services industry.
• Ability to communicate at all levels with strong organisational skills.
• Build effective working relationships with partners and staff at all levels.
• Service delivery focused.
• An efficient multi-tasker; able to deal with multiple priorities and urgent situations as they arise; hold the ability to be flexible when needed to adapt to fast-changing dynamics.
• Committed, enthusiastic and innovative.
• Ability to create and maintain professional and effective working relationships with internal and external clients.

KEY RESPONSIBILITIES

• Attend to internal and external clients both on the telephone and in person in a professional manner and respond to clients for information on services by following the correct procedures, instructions and protocols.
• Answer and process all incoming calls via the switchboard and transfer the calls to the relevant individual, and if relaying of messages are required, to ensure accuracy and timeliness of the relaying of oral/written messages.
• Maintain a professional reception area and ensure all meeting rooms are set up correctly and timely for each external meeting (this includes clearing, tidying and replenishing the necessary after each meeting).
• Assist with video / audio conference meetings set ups.
• Assist Business Development Team with seminars and conferences and liaise with the relevant colleagues where necessary.
• Manage travel arrangements and organise visas and transfers, also important to build good working relationships with the external travel provider.
• Manage daily incoming and outgoing mails and local/overseas couriers.
• Liaising with building management and vendors, and assist with day to day office operations and vendor invoices.
• Manage and maintain office stationary, pantry supplies, and maintenance of the photocopiers/printers regularly and as necessary.
• Assist with the day to day requirements of the office mobile phones, liaise with provider and review monthly itemised bills and invoices.
• Responsible for access cards and office keys in terms of supplies, issuance and administration of the security system.
• Responsible for facilities maintenance and liaison with building management regarding air-conditioning, light bulb changing, water/electrical issues etc.
• Review Facilities invoices for accuracy before submission to Finance for payment.
• Point of contact for APAC Information Technology (IT) team for any ad-hoc issues.

*Please note that only shortlisted candidates will be contacted.

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys. 

About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,750 people worldwide across 48 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.

What do we have to offer?

We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.

Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our values are at the core of who we are and what make us a great firm to work with and for.

The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles.  A variety of other opportunities are available including secondments to clients and our global offices.

We strive to celebrate diversity, empower our people and ensure everyone can bring their authentic selves to work.  We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority.  We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work.  Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.

Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.