123 lines
2.9 KiB
Markdown
123 lines
2.9 KiB
Markdown
|
# Office Administration
|
||
|
|
|
||
|
|
## Supplies Management
|
||
|
|
|
||
|
|
### Tracking System
|
||
|
|
Simple spreadsheet columns:
|
||
|
|
- Item name
|
||
|
|
- Current quantity
|
||
|
|
- Reorder point (trigger level)
|
||
|
|
- Preferred supplier
|
||
|
|
- Unit cost
|
||
|
|
- Last order date
|
||
|
|
|
||
|
|
### Reorder Process
|
||
|
|
1. Weekly check against reorder points
|
||
|
|
2. Consolidate orders to same supplier (bulk discount)
|
||
|
|
3. Track delivery, update inventory on arrival
|
||
|
|
4. Review usage patterns quarterly (adjust reorder points)
|
||
|
|
|
||
|
|
### Common Supplies Checklist
|
||
|
|
- [ ] Printer paper, ink/toner
|
||
|
|
- [ ] Pens, notebooks, sticky notes
|
||
|
|
- [ ] Kitchen: coffee, tea, snacks, cleaning supplies
|
||
|
|
- [ ] Bathroom: soap, paper products
|
||
|
|
- [ ] First aid kit (check expiry dates)
|
||
|
|
|
||
|
|
---
|
||
|
|
|
||
|
|
## Vendor Management
|
||
|
|
|
||
|
|
### Key Vendors to Manage
|
||
|
|
- Cleaning service
|
||
|
|
- IT support / managed services
|
||
|
|
- Office equipment maintenance (copier, HVAC)
|
||
|
|
- Catering (for meetings)
|
||
|
|
- Security / access control
|
||
|
|
|
||
|
|
### Contract Documentation
|
||
|
|
For each vendor, maintain:
|
||
|
|
- Contract copy with terms
|
||
|
|
- SLA (service level agreement)
|
||
|
|
- Primary contact + escalation contact
|
||
|
|
- Payment terms and schedule
|
||
|
|
- Renewal date (calendar reminder 60 days before)
|
||
|
|
|
||
|
|
### Performance Tracking
|
||
|
|
- Log service issues and resolution time
|
||
|
|
- Quarterly review: are they meeting SLA?
|
||
|
|
- Document issues for renegotiation leverage
|
||
|
|
|
||
|
|
---
|
||
|
|
|
||
|
|
## Space Planning
|
||
|
|
|
||
|
|
### Meeting Room Management
|
||
|
|
- Clear naming convention (avoid confusion)
|
||
|
|
- Booking system (shared calendar, dedicated app)
|
||
|
|
- Rules: release room if not using, 5-min buffer between meetings
|
||
|
|
- Equipment check: projector, whiteboard, video conferencing
|
||
|
|
|
||
|
|
### Hot Desking
|
||
|
|
- Booking system for desks
|
||
|
|
- Clean desk policy at end of day
|
||
|
|
- Lockers for personal items
|
||
|
|
- Ensure adequate power/network at all desks
|
||
|
|
|
||
|
|
### Visitor Management
|
||
|
|
- Sign-in process (paper log or digital)
|
||
|
|
- Visitor badges
|
||
|
|
- NDA for sensitive areas if needed
|
||
|
|
- Clear guest WiFi access
|
||
|
|
|
||
|
|
---
|
||
|
|
|
||
|
|
## Facilities Issues
|
||
|
|
|
||
|
|
### Common Problems & Contacts
|
||
|
|
| Issue | Who to Call |
|
||
|
|
|-------|------------|
|
||
|
|
| HVAC (too hot/cold) | Building management or HVAC contractor |
|
||
|
|
| Electrical | Electrician (have emergency contact) |
|
||
|
|
| Plumbing | Plumber |
|
||
|
|
| Security/access | Building security or locksmith |
|
||
|
|
| Cleaning issues | Cleaning service manager |
|
||
|
|
|
||
|
|
### Emergency Preparedness
|
||
|
|
- Fire extinguisher locations known
|
||
|
|
- Evacuation routes posted
|
||
|
|
- Emergency contacts list visible
|
||
|
|
- First aid trained staff identified
|
||
|
|
|
||
|
|
---
|
||
|
|
|
||
|
|
## Budget Tracking
|
||
|
|
|
||
|
|
### Monthly Categories
|
||
|
|
- Supplies
|
||
|
|
- Vendor services
|
||
|
|
- Equipment maintenance
|
||
|
|
- Utilities (if responsible)
|
||
|
|
- Miscellaneous
|
||
|
|
|
||
|
|
### Cost Control
|
||
|
|
- Negotiate annual contracts (better rates)
|
||
|
|
- Review subscriptions quarterly (cancel unused)
|
||
|
|
- Compare suppliers annually
|
||
|
|
- Track spending vs budget monthly
|
||
|
|
|
||
|
|
---
|
||
|
|
|
||
|
|
## Communication
|
||
|
|
|
||
|
|
### Regular Updates to Staff
|
||
|
|
- New vendor contacts
|
||
|
|
- Policy changes (parking, kitchen, meetings)
|
||
|
|
- Scheduled maintenance affecting access
|
||
|
|
- Holiday closures
|
||
|
|
|
||
|
|
### Feedback Collection
|
||
|
|
- Anonymous suggestion box (physical or digital)
|
||
|
|
- Quarterly survey on office environment
|
||
|
|
- Act on common complaints (builds trust)
|