Linklaters
General Office Assistant (12 months contract)
Job Posted 14 Days Ago
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The General Office Assistant is responsible for coordinating building maintenance, conducting premise checks, managing data entry for audits, arranging mail, maintaining access card systems, managing file storage, coordinating shredding, and supporting various office needs. Additional duties include stock management, meeting room setups, and providing administrative support for internal departments.
Role: General Office Assistant (12 months contract)
- Premises - maintenance and repairs services
- Co-ordinate with landlord on building maintenance services such as fire drill and power shutdown
- Conduct regular premise check for maintenance and repairs
- Maintenance and service agreement for equipment
- Get quotations and arrange for maintenance and repairs works
- Follow up on invoices and payments
- Data Entry
- Upload data evidence for Environmental audit reporting
- Upload invoices and follow up on payments
- Internal and external mail distribution/deliveries
- Arrange couriers and pouches and courier bills processing
- E-bible production
- Photocopying and binding, including hard copy bible, CD bible and e-bible production;
- Scanning of all Legal Documents
- Engrossments for Clients
- Scanning of Bibles, signed documents, saving and profiling the documents to their respective folders
- Ticket Link the index with the documents
- Digitise documents into CDs
- Prepare CDs Covers and Labels
- Photocopying and printing of bibles for clients (Hard Copy)
- Binding of documents for lawyers and clients
- Photocopying and binding
Access Cards
- Purchasing access cards from Building Management
- Maintaining the access card list
- Programming and Deprogramming access cards
- Issuing the access card to the new joiners
- File storage and retrieval administration
- Liaising with the vendors to collect the boxes for storage
- Retrieving old files from storage as and when required
- Confidential shredding administration
- Co-ordinate collections of documents for shredding
- Stock keeping of stationery and supplies
- Maintain sufficient supplies
- Meeting room and internal offices set ups
- Desk reconfiguration in meeting rooms and internal offices.
- Internal office moves
- Set up workstation for new joiners
- Prepare name plates on the respective rooms
- Updating of name cards for the Lawyers and staff
- Providing support to all practice groups or functional departments on request
- Bank visits for Finance Dept
- Post Office visits posting services
- Fire Warden
- Attend fire drill briefing
- Prepare attendance list
- Direct staff to the safe assembly area
- Mark and submit the attendance list to the management
Abilities/Skills:
- Effective communicator and active team player
- Logical, uses common sense, organized, and pay great attention to details
- Proactive approach with ability to remain calm and focused under pressure
- Reliable, committed and determined
- Efficient, adaptable, and flexible working style
- Able to perform work on Microsoft Word and Excel
- Able to work on weekend and after office hours with short notice
- Able to perform duties that involves, at times extensive standing, walking and lifting and moving desks/tables/chairs in a safe office environment.
Experience
- 2 years of working experience in similar role in a mid-sized to large offices
Education / Qualification
- ‘O’ Level/NiTEC
- Further education in the office administration (desirable)
Language
- Good command of both spoken and written English
Office skills
- Microsoft Words and Excel
Technical Skills:
This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.
Top Skills
Excel
Microsoft Word
Linklaters Singapore Office
One George Street, Singapore, 049145
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