Telephone Calls, Voicemail, Mail and Fax Operate switchboard and answer phone calls in a professional and efficient manner Record all relevant information such as date, time, name of caller, caller's company, caller's telephone number and name correctly when taking phone messages Distribute phone messages to appropriate staff members via email within 5 minutes Update and activate relevant voicemail greetings for non-office hours and public holidays Maintain office telephone list so that it's kept up to date Distribute incoming mail and faxes to relevant staff members Label and frank mail, record postage, arrange registered mail and post letters Maintain and review booking system ensuring no conflict and attend to any queries Set up of meeting rooms in configuration that is required Maintain meeting room tidiness Ensure all logistical requirements are prepared and set up is complete at least 10 minutes prior to the start of meetings Meet and greet guests, presenting a professional company image at all times Confirm with employees details of any outside guests attending (i.e. number of guests and names) when a room booking has been made Inform employees by phone or email once guests have arrived Arrange beverages for guests Arrange taxis for visitorsEnsure the receptions area is kept tidy in order to maintain a professional company image Arrange courier service when necessary Maintain stationary inventory and top up paper supply in the photo copiers Working closely with Tea Lady to ensure all pantry equipment / pantry stock are properly set up and maintained every day. Ensure the pantry is clean and tidy. Review the newspapers for daily notices for Corporate Finance Maintain office equipment warranties, servicing details and employee list of equipment usage Maintain records of employee mobile plans and monthly billing Check teleconference usage against conference room bookings and reconcile Generate monthly meter readings from photo copiers and printers to confirm billing Working as part of admin team and to provide Office Manager with admin support where required Assist in running reports, scanning, filing, copying, faxing, binding, labels and formatting letters Assist Office Manager with expense claims Assist where required in attending admin project work and client and marketing events Run errands and assist with other ad-hoc duties as assigned by the Office Manager and Managing Directors

Singapore