Charmaine Koh
Office Manager
Summary
Experienced Office Management and Administration Professional experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
3
3
years of post-secondary education
5
5
years of professional experience
Work History
Office Manager
Davinder Singh Chambers LLC
03.2019 - Current
- Assisted the management during the firm's renovation and liaised with contractors and suppliers.
- Established workflow processes, monitored daily productivity and implemented modifications to improve overall performance of personnel.
- Developed standard operating procedures for all administrative employees.
- Maintained computer and physical filing systems.
- Monitored and evaluated personnel performance to complete annual reviews, recommend advancement or address productivity concerns.
- Aggregated and analyzed data related to administrative costs to prepare budgets for management.
- Evaluated employee records and productivity to complete employee evaluations.
- Compared vendor prices and negotiated for optimal savings.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Sourced vendors for special project needs and negotiated contracts.
- Monitored and handled employee claims, including performance-based and harassment incidents.
- Collaborated with legal and compliance teams to review paperwork, obtain feedback and procure available information for new training processes.
- Facilitated onboarding sessions and on-the-job training for new hires, bolstering employee job position knowledge and skillset.
- Collaborated with senior management and performed helpful tasks, including benefits analysis, corrective action planning and big-picture data capturing.
- Directed job fairs to bring in local talent for long term and seasonal positions.
- Coordinated with management and handled managerial needs by implementing fresh solutions into business strategies.
- Maintained payroll and benefits for employees through expert program management.
- Utilized compliance tools, corrective actions and identification of deficiencies to mitigate audit risks.
- Facilitated communication and coordination between employees and management.
- Responded to support requests from end users and patiently walked individuals through basic troubleshooting tasks.
- Explained technical information in clear terms to non-technical individuals to promote better understanding.
- Performed maintenance tasks on PCs, networks and mobile devices.
- Set up PCs and peripheral equipment for use in video conferencing rooms, including projectors, microphones, PCs and more.
- Onboarded new users to internal systems, including network credentialing, desktop usage and data management programs.
- Performed troubleshooting and repaired peripheral devices such as printers, scanners and biometrics system.
- Developing and creating marketing materials, including website content, brochures, corporate gifts and advertisements.
- Compiling and coordinating legal directory and award submissions.
- Worked flexible hours; night, weekend, and holiday shifts.
- Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting.
- Used Microsoft Word and other software tools to create documents and other communications.
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
Legal Secretary
Davinder Singh Chambers LLC
03.2019 - 03.2019
- Scheduled all appointments, appearances and briefings.
- Supported team of 3 solicitors in practice of dispute resolution and international arbitration law.
- Arranged for delivery of legal correspondence to clients, witnesses and court officials.
- Prepared draft legal correspondence for solicitors.
- Screened telephone calls and forwarded to appropriate solicitor.
- Answered and directed calls using multi-line switchboard.
- Created, indexed and maintained client binders.
- Organized files for court proceedings.
- Entered new cases into company database.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Maintained calendar for solicitors.
- Transcribed legal documents and phone conversations.
- Obtained signatures from solicitors for legal documents.
- Completed all paperwork, recognizing any discrepancies and addressing them in a timely fashion.
- Developed and maintained courteous and effective working relationships.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Maintained excellent attendance record, consistently arriving to work on time.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
- Worked flexible hours; night, weekend, and holiday shifts.
- Used Microsoft Word and other software tools to create documents and other communications.
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
- Resolved conflicts and negotiated mutually beneficial agreements between parties.
Legal Secretary
Drew and Napier LLC
08.2017 - 03.2019
- Scheduled all appointments, appearances and briefings.
- Supported team of 3 solicitors in practice of dispute resolution and international arbitration law.
- Arranged for delivery of legal correspondence to clients, witnesses and court officials.
- Prepared draft legal correspondence for solicitors.
- Screened telephone calls and forwarded to appropriate solicitor.
- Answered and directed calls using multi-line switchboard.
- Created, indexed and maintained client binders.
- Organized files for court proceedings.
- Entered new cases into company database.
- Organized envelopes, postage and mail correspondence for staff and management, maintaining postage meter and coordinating with delivery and courier services.
- Maintained calendar for solicitors.
- Transcribed legal documents and phone conversations.
- Obtained signatures from solicitors for legal documents.
- Completed all paperwork, recognizing any discrepancies and addressing them in a timely fashion.
- Developed and maintained courteous and effective working relationships.
- Demonstrated respect, friendliness and willingness to help wherever needed.
- Maintained excellent attendance record, consistently arriving to work on time.
- Participated in continuous improvement by generating suggestions, engaging in problem-solving activities to support teamwork.
- Worked flexible hours; night, weekend, and holiday shifts.
- Used Microsoft Word and other software tools to create documents and other communications.
- Quickly learned new skills and applied them to daily tasks, improving efficiency and productivity.
- Resolved conflicts and negotiated mutually beneficial agreements between parties.
Accounts Assistant /Operations Technician
Pacific Refreshments Pte. Ltd.
01.2016 - 04.2017
- Processed payments and documents such as invoices, journal vouchers, employee reimbursements and statements.
- Organized data into multiple spreadsheets to streamline data.
- Reviewed figures, postings and documents for correct entry, completeness and accuracy.
- Used accounting software to prepare weekly and monthly financial reports.
- Performed administrative and clerical duties such as word processing, data entry, faxing and copying.
- Maintained clean and organized files by keeping accounts payable records up-to-date.
- Prepared and mailed invoices to customers, processed payments and documented account updates.
- Communicated and resolved disputes with clients regarding outstanding invoices, payments and adjustments.
- Communicated with suppliers to reconcile invoice payments.
- Completed financial reports to inform managers and stakeholders.
- Work as a team member with the technicians, equipment maintenance technicians, team lead and
supervisors to make delivery of quality products. - Line Operations and performance.
- Equipment/Machines repair and maintenance
- Maintaining company policies and local regulations
- Improvement Projects
Education
Diploma in Legal Studies
Kaplan Higher Education Institute
07.2016 - 03.2017
Specialist Diploma in Nutrition Science
Nanyang Polytechnic
06.2015 - 06.2015
Higher Nitec in Sports Management
ITE College East
04.2011 - 04.2013
Skills
Documentation and control
Policy and procedure modification
Staff Management
Technical Support
Office administration
Clear oral/written communication
Scheduling
Administrative support
Timeline
Office Manager
Davinder Singh Chambers LLC
03.2019 - Current
Legal Secretary
Davinder Singh Chambers LLC
03.2019 - 03.2019
Legal Secretary
Drew and Napier LLC
08.2017 - 03.2019
Diploma in Legal Studies
Kaplan Higher Education Institute
07.2016 - 03.2017
Accounts Assistant /Operations Technician
Pacific Refreshments Pte. Ltd.
01.2016 - 04.2017
Specialist Diploma in Nutrition Science
Nanyang Polytechnic
06.2015 - 06.2015
Higher Nitec in Sports Management
ITE College East
04.2011 - 04.2013