Administrative Assistant

About the Company

Allen & Gledhill LLP is a long-established full-service law practice in Singapore, serving leading clients since 1902. It is recognized as one of the major law firms in Singapore and South-east Asia, with a client base that includes prominent local and multinational businesses as well as financial institutions.

Role Overview

The firm is looking for a dependable and detail-focused Administrative Assistant to help keep everyday office operations running smoothly. The right person will be well organized, work efficiently, and handle a variety of tasks accurately and professionally.

Key Responsibilities

• Offer routine administrative support to the team and help with daily office tasks.
• Keep both paper-based and digital filing systems organized and up to date.
• Support data entry, preparation of documents, and compilation of reports.
• Track office consumables and make sure supplies and stationery are restocked when needed.
• Handle claims submission by checking that all required supporting documents are complete and correct.
• Process invoices and maintain accurate records for reference and tracking.
• Coordinate with Finance and other teams to resolve clarifications related to claims and invoices.
• Ensure all related paperwork is properly archived for audit and future reference.
• Contact vendors to request quotations for office purchases and services.
• Review quotations and assist with basic cost comparison for approval purposes.
• Support procurement of office supplies, equipment, and related services.
• Follow up with vendors on delivery schedules and purchase-related updates.
• Keep orderly records of purchases, quotations, and vendor information.
• Provide secondary support for mailroom and reception duties when required.
• Receive, sort, and distribute incoming mail and courier items.
• Arrange outgoing mail and courier dispatches.
• Welcome visitors and clients courteously and professionally.
• Answer incoming calls and route them to the appropriate contacts.
• Help manage meeting room reservations.
• Maintain a neat and presentable reception area.

Requirements

• Applicants with GCE O Levels, A Levels, Polytechnic Diploma, or higher qualifications are welcome.
• Candidates without the stated academic qualifications may still be considered if they have relevant work experience.
• Between 0 and 2 years of experience is preferred; fresh graduates are encouraged to apply.
• Basic familiarity with Microsoft Word, Excel, and Outlook is needed.
• Strong written and verbal communication skills are important.
• Good people skills and the ability to work well with others are required.
• The role calls for someone who is well organized, careful with details, and able to handle several tasks at once.
• Willingness to support different administrative areas is essential.

Additional Information

Only candidates selected for shortlisting will be contacted.