Office Services Coordinator I

Job Description

Fragomen is looking to hire an Office Services Coordinator to support in delivering first-class immigration services. Our exclusive focus on immigration means you will practice in an exciting, ever-changing and challenging environment with people who are passionate about immigration.

RESPONSIBILITIES

1. Receptionist & Admin tasks
2. Answering phone calls in a professional manner and forwarding phone calls as necessary
3. Greet clients and visitors with a positive and helpful attitude
4. Maintain office security by following safety procedures and controlling access via the reception desk
5. Courier arrangement - Arranging courier & Update PIN and upload courier receipt in Connect
6. Receive, sort, and distribute daily mails, letters or deliveries timely (daily basis)
7. Manage office supplies stock and place orders e.g. stationery, printing of letterhead, envelopes, and name cards etc.
8. Purchase of office equipment - get quotations for the Partner or Finance Manager’s review
9. Purchasing pantry supplies for the office
10. Liaising with building management when necessary - main point of contact
11. Liaise with the service provider - Copier machine maintenance, Coway water machine servicing, pest control etc.
12. Arrange Technician for air-conditioning service, fixing frozen lights; and liaise with office building management, if needed
13. Office housekeeping – including cleanliness of office, meeting rooms, and staff common areas
14. Other office support including travel and accommodation bookings, diary management
15. Assisting the relevant teams in the coordination of internal events
16. Undertake ad-hoc projects as assigned by the supervisor/Management team
17. Finance tasks
18. Collect the government receipts from CWs and/or download from MDEC portal; ensure the CWs provide the receipts as soon as payment is made
19. Upload the government receipts in Connect
20. Filing the government receipts
21. Ensure the Despatch team files their claim form in the respective folder on a weekly basis
22. Assist to verify the outstation claim (first verification)
23. Assist to reconcile the government receipts via cash payment

QUALIFICATIONS & EXPERIENCE

1. Minimum Diploma qualification and relevant experience
2. Competency in Microsoft applications
3. Reliable, conscientious, efficient, and approachable
4. Strong phone skills
5. Good communication skills
6. Strong organizational and coordination skills
7. Attention to detail and ability to multitask
8. Ability to work independently and in a team
9. Ability to contribute to a positive work environment

At Fragomen, we offer excellent training and the opportunity to work with knowledgeable professionals and immigration law specialists.

Finding the right person is very important to us. We hope that finding the right place is important to you.

Interested? Apply now. Don’t forget to include your CV and cover letter.

All offers and/or employment contracts are contingent upon the successful completion of the Firm's pre-employment screening process. This includes verifying the candidate's identity, confirming legal authorization to work in the location for the offered position, and conducting a comprehensive background check in compliance with local regulations.