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

Receptionist & Admin tasks

1. Answering phone calls in a professional manner and forwarding phone calls as necessary
2. Greet clients and visitors with a positive and helpful attitude
3. Maintain office security by following safety procedures and controlling access via the reception desk
4. Courier arrangement - Arranging courier & Update PIN and upload courier receipt in Connect
5. Receive, sort, and distribute daily mails, letters or deliveries timely (daily basis)
6. Manage office supplies stock and place orders eg stationery, printing of letterhead, envelops and name cards & etc
7. Purchase of office equipment - get quotations for the Partner or Finance Manager’s review
8. Purchasing pantry stuffs for the office
9. Liaising with building management when necessary - main point of contact
10. Liaise with the service provider - Copier machine maintenance, Coway water machine servicing, pest control & etc
11. Arrange Technician for air-cond service, fixing frozen lights; and liaise with office building management, if needed
12. Office housekeeping – including cleanliness of office, meeting rooms and staff common areas
13. Other office support including, travel and accommodation bookings, diary management
14. Assisting the relevant teams in the coordination of internal events
15. Undertake ad-hoc projects as assigned by the supervisor/Management team

Finance tasks

1. Collect the government receipts from CWs and/or download from MDEC portal; ensure the CWs provide the receipts as soon as payment is made
2. Upload the government receipts in Connect
3. Filing the government receipts
4. Ensure the Despatch team files their claim form in the respective folder on weekly basis
5. Assist to verify the outstation claim (first verification)
6. Assist to reconcile the government receipts via cash payment

QUALIFICATIONS & EXPERIENCE

• Minimum Diploma qualification and relevant experience
• Competency in Microsoft applications
• Reliable, conscientious, efficient and approachable
• Strong phone skills
• Good communication skills
• Strong organizational and coordination skills
• Attention to details and ability to multi task
• Ability to work independently and in a team
• Ability to contribute to 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.