Business Services Assistant

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 28 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work,  helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you’re helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to  an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.
Role purpose
Provide professional Front-of-House services for Singapore Office. Work closely with other support team members (including HR, Business Services, Finance & IT). Perform other duties assigned by Business Services Manager.
Role and responsibilities
Telephone
Attend to switchboard professionally.
Retrieve voicemail from the main telephone line and pass messages on to appropriate staff.
Set up, coordinate with IT and ensure that office-closure message is turned whenever office closes.
Update and circulate internal telephone extensions, residential telephone and mobile phone lists whenever there are changes of staff.

Visitors
Greet visitors courteously, advise the relevant staff of their presence, guide visitors to the meeting rooms, organize their refreshments.
Allocate desks/rooms for overseas guests and ensure that the phones and computers are ready prior to arrival of guests.
Organize hotel accommodation and car pickups, if necessary.
Update and circulate visitors’ list to Business Services Team

Conference Rooms I Meetings I Video Conferencing
Control bookings of conference rooms and audio/visual equipment are ready, including coordinating with IT team to set up equipment for video conferencing.
Ensure the reception area and conference rooms are tidy at all times, and furniture is cleaned.
Ensure that stationery items in conference rooms are replenished
Ensure that fittings, lightings & equipments at reception area and conference rooms are working properly, including reporting to Business Services for immediate servicing.
Organise meals and refreshments for events (meetings, training, seminars, etc).

Incoming/Outgoing Couriers and Post
Record incoming and outgoing courier (including HK & London pouches), ensure client/matter numbers are accurately reflected on waybills before filing them, arrange courier pickups and deliveries.
Reconcile courier invoices for chargeable/non-chargeable accounts for Finance.
Organise and record outgoing post, purchase and record postage stamp.

Suppliers and Supplies
Place orders of pantry, fruits and water supplies.
Check and record suppliers’ invoices before submitting to Finance/HR & Business Services Manager for approval.
Update and circulate suppliers’ contact list to Business Services team members regularly.

Staff Absences
Circulate daily absence info emails and following up of leave applications of absentees.
Organise and circulate secretarial support cover emails.
Enter absence records on PeopleSoft, audit entries made and filing of forms and related correspondence.

Others
Circulate daily absence/visitors/emergency contact info lists.
Arrange and circulate reception coverage as and when necessary.
Assist with bookings & coordination of conferencing facilities.
Assist BS Manager with ad hoc duties
Maintain and update records of Chubb security cards users.
Book taxi for fee earners & guests as and when required.
Maintain stocks of refreshments in refrigerator on a daily basis.
As it is important to project a professional image of the Company, therefore it is advisable to adhere to the office dress policy.