General Office
Administration
Standard Operating Pro=
cedure
by
Rita Wang
Created:
Tabl=
e of
Content
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>2.1 Hunting Line Programming1
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>2.2 Who should answer the call ?1
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>2.3 Checking Voice Mail1
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>4.1 Ordering Procedure2
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>4.2 Minimum stock2
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>4.3 Standard Items for New Staff2
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>5.1 Ordering Procedure2
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>5.2 Distilled Water3
<=
span
style=3D'mso-prop-change:"Eric Tachibana" 20040803T1404'>5.3 Other Pantry Items3
9 Tracking of
Domain Names and Service Providers.
10 Managing
the meeting room (conference room).
|
Amendment= Dates |
Descripti= on |
Author |
New file name |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
The company hunting line should be programmed such tha= t it will ring at the desk of the staff in the following order:
2.1.1 Administrative Assistant
2.1.2 Finance room
2.1.3 Sales Staff
2.1.4 Project Managers
2.1.5 Finally, the call will go into voice mail if no one = is available to pick up the call after 12 rings.
The Administrative Assistant will be the primary staff= to answer to phone calls. In the= case that the Admin Assistant is away from his/her desk (sick leave, lunch breaks and toilet breaks etc), he/she should explicitly assign a staff to answer p= hone calls during his/her absence. Staff will be asked to help in the following order:
2.2.1= = Manager – Admin & Operations
2.2.2= = Other Admin staff (COO & Business Development Director)
2.2.3= = Business Development Executives
2.2.4= = Business Development Manager
2.2.5= = CEO
2.2.6= = Project Managers
2.2.7= = Senior Project Managers
2.2.8= = Project Director
2.2.9= = Any Developers/Infrastructure staff who is available in the office
2.3.1= The Admin Assista= nt (or the assigned staff if the Admin Assistant is absent) should check the main = line voice mail first thing in the morning and after lunch and pass the messages= to the respective staff. Procedu= res:
2.3.1.22.3.1.32.3.1.42.3.2 Whenever the main line is chosen (64791172) = and a discontinuous tone is heard, it means that there is a voice mail waiting = to be retrieved. The Admin Assis= tant or (or the assigned staff if the Admin Assistant is absent) should retrieve= the message immediately and pass it to the respective staff.
The Admin Assistant is given the key to the letter box= . The letterbox should be chec= ked once everyday (preferably in the afternoon when the mails are just delivere= d) except for Monday or the first day after the long weekend when the letterbox needs to be checked twice (i.e. once in the morning and once in the afterno= on).
4.1.1 Prepare list of items to order
4.1.2 Fax to the supplier to get quotation
4.1.3 Compare prices with the ones in the previous order
4.1.4 Submit to the Admin & Operations Manager for approval
4.1.5 Fax back confirmation to the supplier
4.1.5 Check goods against the order confirmation when the stationery is delivered
4.1.6 File invoice in the “Payment” folder
Minimum stock needs to be kept for the following stati= onery items:
4.2.1= = Laser jet cartridges (2 pcs)
4.2.2= = Fax machine film (2 boxes i.e. 4 pcs)
4.2.3= = 80gsm A4 plain papers for printer (10 rims)
4.2.4= = 70gsm A4 plain papers for fax machine and photocopier (10 rims)
4.2.5= = Pilot Techo(?) Pens V5 – blue, black and red colors (5 pcs each)
4.2.6= = Pencils (5 pcs)
4.2.7= = Highlighters – assorted colors (5pcs)
4.2.8= = Paper Clips (5 boxes)
4.2.9= = Black Metal clips – large (1 box), medium (1 box) and small size (2 boxes)<= /p>
4.2.1= 0 Staples for HD100 staplers (5 boxes)
4.2.1= 1 Writing pads (5 pcs)
4.2.1= 2 Transparent folders (6 pcs)
4.2.1= 3 3-inch arch files – black (6 pcs), blue (3 pcs) and red (3pcs)
4.2.1= 4 2-inch arch files – black (3 pcs)
4.2.1= 5 3.5” floppy disk (1 box of 12 pcs)
4.2.1= 6 White Board Marker (Artline 500, thicker ones) – black, blue, green, red co= lors (3 pcs each)
4.2.1= 7 Scotch Tapes – 5 pcs
4.2.1= 8 Uhu Glues (medium) – 2 pcs
4.3.1= = Pilot Techo Pens V5 – blue, black and red (one each)
4.3.2=