Receptionist

Withers

Job title: Receptionist
Reports to: Office Manager

Practice Group: Business Services

Location: Singapore

About Withers KhattarWong LLP

Withers KhattarWong LLP is amongst the largest international law firm in Singapore. We are a fully integrated global law firm with lawyers located across five continents in 17 offices. 

Our broad global platform allows us to guide clients through the legal challenges inherent in the ever-changing international landscape. As our client, you will receive quality advice on diverse legal and tax issues through the services of one law firm with a single communication. 

Internationally, we have made a reputation for ourselves as the leading law firm for private capital; our clients include public and private companies founded by successful families, MNCs, financial institutions, international brands, family offices and HNWIs, charities and not-for-profit organisations, amongst others. We pride ourselves for our role in helping our clients achieve success.

The Role

We are looking for a professional, friendly and reliable receptionist, who understands the value of excellent customer service and to provide 5-star service to internal staff and visitors. This is a front-line position ensuring clients, both internal and external, are dealt with courteously and promptly, on the telephone and face to face.  This role would work closely with the team to cover ground floor reception, administration and the switchboard.  The ideal candidate will have experience in working in a professional environment, have a calm and welcoming manner and be well organised. 

Working with one other receptionist, the team will be responsible for ensuring queries and requests from internal clients are dealt with courteously and promptly. First impressions of our Singapore Office will be driven by the friendliness and professionalism of the receptionists given its location at the entrance of the office.

The successful candidate will have a passion for understanding and responding to people's needs and providing an efficient, trouble-free and courteous service. You will need to be an outstanding communicator with high levels of interpersonal skills allowing you to effectively liaise with partners, staff and visitors at all levels.

Areas of focus and responsibilities 

• Understand the structure and nature of a law firm with highly prestigious clients
• Ensure reception area is clean and tidy at all times.
• Perform regular meeting room checks – working with Pantry Assistants to remove water glasses/teacups that have been left behind, ensuring the meeting rooms are clean, tidy and well-stocked with stationery.
• Keep track of overseas Withers employees to the Singapore office
• Welcome people when they arrive at the reception desk and act as a reference point for those people who need assistance or information about our Singapore office or about the local area. This includes understanding nearby venues (such as restaurants, wayfinding around Singapore) and having the ability to make suitable recommendations.  This may involve booking restaurants from time to time.
• Book and facilitate taxi arrangements
• Provide a wayfinding service to existing staff and new employees.
• Room bookings are made using Manhattan Space Scheduling. Process requests submitted via the system, screen the details to ensure the booker has captured everything, amend if necessary and approve request.
• If the room requires specific equipment, ensure appropriate set up and set downs are included in the booking
• Arrange conference calls by issuing PIN numbers and details of the bookings so that the correct client/matter number is charged.
• Greet and show clients to the meeting rooms, take their drinks orders and pass the same to the Pantry Assistants, before informing the relevant person of the arrival of their guests.
• When required extend VC meeting, switching on VCs and familiarisation of VC procedure
• Assist with photocopying for meetings.
• Plan ahead and anticipate issues to ensure smooth running of room availability.  This would involve moving meetings around at a moment’s notice, ensuring least disruption and smooth running of the meeting rooms
• Inform colleagues of any issues at changeover times so that everyone is aware of who is in the meeting rooms, and whether direct contact has been made with the host notifying them of the client's arrival, by hands awaiting collection
• Answer all incoming telephone calls promptly and professionally using the agreed salutation, directing all calls to the relevant person and taking messages where necessary.
• Managing the desk booking system
• Prioritise workload so that clients and urgent matters are dealt with efficiently, effectively and always to a high standard
• Always deal with clients in a professional, courteous and discreet manner 

This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Key Skills and experience

• Exhibit first class customer service skills with good attention to detail
• Maintain a calm, professional outlook and presence in the office
• Have a ‘can-do’ attitude and ability to use initiative to resolve challenges and problems
• Excellent organisational skills and a methodical approach to working
• A team player with a flexible attitude to work and colleagues. Assisting other facilities team members in the event of an emergency
• Be of a helpful and friendly disposition – making clients feel welcome both on the telephone and in person
• Flexible approach and a strong desire to provide an outstanding service to clients both internally and externally
• Good interpersonal skills, and good oral and written communication skills
• Be reliable, enthusiastic and have total discretion

The Essentials

• Working hours are from 9.30 am – 6.30 pm
• Background in concierge service for Airlines or Hotels.
• PC Literate

About Withers

A law firm focused on people and collaboration

For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives.

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes.

Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. 

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. 

We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Information for Recruitment Agencies

Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement 

It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.

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