Receptionist Cum Secretary

Position Summary

Act as the first point of contact for clients, visitors and staff of King & Wood Singapore office. Provide front-of-house reception services alongside administrative and business support. Support the Office Manager in ensuring smooth day-today office operations.

Key Accountabilities

Front Desk & Client Services

• Greet and assist clients and visitors in a professional and welcoming manner
• Answer, screen, and direct incoming calls and emails
• Manage meeting room bookings and ensure rooms are set up appropriately
• Handle incoming and outgoing mail, couriers, and deliveries

Business Support/Office Coordination

• Monitor and replenish office supplies and pantry items
• Ensure reception and common areas are tidy and presentable at all times
• Support coordination with vendors (e.g. couriers, catering, maintenance)

Administrative/IT Support

• General administrative and secretarial support to lawyers, including diary/calendar management, travel arrangements, claiming expenses, sending faxes, scanning, mailing, photocopying and printing and any other admin tasks as requested
• Preparing, formatting and amending correspondence and documents (including translation work if applicable)
• Handling mails, emails, calls and voice messages and take responsibility for attending to urgent matters
• Matter management and maintaining a well organised records management system
• Provide billing assistance and prepare all bills according to the Firms billing guidelines
• Maintaining CPD Training records, seminars and courses enrolment for authors and arranging payments

Key Requirements

• Experience gained in a similar role in a law firm or professional services environment
• Professional presentation with strong client service and interpersonal skills
• Good understanding of workplace etiquette and professional conduct
• PowerPoint, Word and Excel knowledge
• Knowledge of administrative procedures
• Strong organisational and multitasking skills

Skills and Abilities

• Client-focused, detail-oriented, and service-driven approach
• Excellent verbal and written communication skills, with strong telephone etiquette
• Approachable, personable, and professional demeanour
• Strong interpersonal skills with the ability to build positive relationships with colleagues and clients
• Well-organised with the ability to prioritise tasks and manage time effectively
• Ability to work proactively both independently and as part of a team
• High level of professionalism and awareness of office etiquette and presentation
• Reliable, responsive, and able to handle multiple tasks in a fast-paced environment