2.9 KiB
2.9 KiB
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
- Weekly check against reorder points
- Consolidate orders to same supplier (bulk discount)
- Track delivery, update inventory on arrival
- 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)