Dear All,

Happy to be part of this website. I work for a telecom company with a staff of 35 people. I work in the HR and admin department and i am alone handling the functions. Following is my job profile :

Initiative


Efficient Management of Administration Activities

Key Measures :


• % Adherence to insurance schedule for employees/ electronic equipments
• Maintain the Fixed Asset Register on a monthly basis
• Reduce Air Travel Cost by 10% by keeping myself updated on the upcoming travel schemes and exploring alternate options
• Efficient Management of Office Cars Management, Hotel Arrangements, General Housekeeping
• Ensure timely supply of Stationery, Printing of Office Stationery, Office Supplies
• Maintain Employee Database on a periodic basis
• Timely availability & maintenance of office infrastructure

Initiative


Purchase/ Repair of Electronic Equipment

Key Measures
  • % costs savings generated through negotiation of better rates for purchase, maintenance and repair of office equipment
  • Reduction in administration operational costs
  • Number of new vendors develop and empanelled
  • Monitor costs vis-ΰ-vis allotted budgets and highlight any variances
  • Cost saving initiatives - Cost of contracted services
  • Lead time for Office / IT infrastructure repairs & refurbishments

Initiative

Workplace Management


Key Measures

• Ensure that security staff are deployed as per contracted agreement and all security routines are adhered to
· Ensure that housekeeping property contractors deploys staff and renders services as per contracted terms and conditions
• Prepare an employee satisfaction index to gain feedback

• Maintain all necessary records to ensure that the office is well maintained, that administrative services are provided as required and that invoices are processed for work carried out To provide facilities and conditions of work and creation of favorable atmosphere for maintaining stability of employment.

Address queries raised by Human Resources / Payroll team related to employee records

Please advise how to handle this profile when i am alone. I need to develop some system to manage these activities. I some times get confused because there are lot of activities which need my attention, and few are missed or are goofed up.

Please help and give me a solution.

Regards,

Sarika Ghai
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hey,
it looks like more of a admin profile, i have some answers / fromat /& check sheets for this, but can u pls help me out with an extact support staff strength i.e. hosekeeping team (supervisor), off boy or any other who can be a helping hand to you in the matter
Thanks,
Amit
Thanks for replying Amit,
I do not any person directly reporting to me. However I do have two office boys who work for all other employees as well. They take care of the housekeeping and pantry requirements.
Please advise.
Regards
Sarika

As you said you need to manage staff of 35 people, your office area might not be more than 10000 sq. ft. ( I am considering)

Pls find my replays in blue as possible suggestions (I may not cover all the questions below but hope it will cover your)



Initiative


Efficient Management of Administration Activities

Key Measures :

• % Adherence to insurance schedule for employees/ electronic equipments
• Maintain the Fixed Asset Register on a monthly basis – identify all the fixed (immovable) assets tag them once with the help of off boys make a register & schedule inventory on every Monday of last week of month; just need to tick in front of every asset that you have entered in the register. Initially you need to explain off boys, later on it will be habitual to them & will be part of there profile. It will take only half n hour once in a month (if I am not mistaken) Some of the specimen for asset tags are – “company’s short name” /1st flr/WS 0001 first your company short name i.e. infocom = infc, & WS sands for workstation.

P.S. if you are moving any tagged asset out the company, immediately removed from your register with remark. And add if you brought some thing in.

• Reduce Air Travel Cost by 10% by keeping myself updated on the upcoming travel schemes and exploring alternate options – take help of internet
• Efficient Management of Office Cars Management, Hotel Arrangements, General Housekeeping – as per your skill & company policy
• Ensure timely supply of Stationery, Printing of Office Stationery, Office Supplies – tie up with nearby vendors (at least two) have a rate contract with TAT of delivery on call
• Maintain Employee Database on a periodic basis
• Timely availability & maintenance of office infrastructure - tie up with manpower agencies for on call carpenter / plumber etc. services decide the rate contract (for material) / visit charges, TAT etc

Initiative


Purchase/ Repair of Electronic Equipment

Key Measures
  • % costs savings generated through negotiation of better rates for purchase, maintenance and repair of office equipment - reconcile the vendors every one years go for atleast 3 quotations from different vendors for negotiation, at the same time concentrate on quality of product also. For maintenance & repair go for an AMC or ARC (annual rate contract).
  • Reduction in administration operational costs – as per you skill (cost cutting & consumption control as suitable to your company)
  • Number of new vendors develop and empanelled
  • Monitor costs vis-ΰ-vis allotted budgets and highlight any variances – follow the format as per attached sheet 1
  • Cost saving initiatives - Cost of contracted services - as per your companies requirement, cut down unnecessary/ encumber manpower or services think twice before doing the this as these services may be habitual to your employees routine
  • Lead time for Office / IT infrastructure repairs & refurbishments

Initiative

Workplace Management


Key Measures

• Ensure that security staffs are deployed as per contracted agreement and all security routines are adhered to – prepare the attendance register crosscheck it at the end of the month. Deployment has to be a responsibility of security supervisor or Team leader any changes need to brought to your notice.
· Ensure that housekeeping property contractors deploys staff and renders services as per contracted terms and conditions – as per above
• Prepare an employee satisfaction index to gain feedback – circulate it & prepare the drop box for the same (don’t need to collect from each)

• Maintain all necessary records to ensure that the office is well maintained, that administrative services are provided as required and that invoices are processed for work carried out To provide facilities and conditions of work and creation of favorable atmosphere for maintaining stability of employment. - Combination of all advices more of your skill & time management


Co ordinate & jell with other employees personally ask & contact people; it will help to reduce the written complaint (emails) flow against your profile. Try to streamline the process give responsibility to your below.

Thanks
Amit

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As you said you need to manage staff of 35 people, your office area might not be more than 10000 sq. ft. ( I am considering)

Pls find my replays in blue as possible suggestions (I may not cover all the questions below but hope it will cover your)

Initiative

Efficient Management of Administration Activities

Key Measures :

• % Adherence to insurance schedule for employees/ electronic equipments
• Maintain the Fixed Asset Register on a monthly basis – identify all the fixed (immovable) assets tag them once with the help of off boys make a register & schedule inventory on every Monday of last week of month; just need to tick in front of every asset that you have entered in the register. Initially you need to explain off boys, later on it will be habitual to them & will be part of there profile. It will take only half n hour once in a month (if I am not mistaken) Some of the specimen for asset tags are – “company’s short name” /1st flr/WS 0001 first your company short name i.e. infocom = infc, & WS sands for workstation.

P.S. if you are moving any tagged asset out the company, immediately removed from your register with remark. And add if you brought some thing in.

• Reduce Air Travel Cost by 10% by keeping myself updated on the upcoming travel schemes and exploring alternate options – take help of internet
• Efficient Management of Office Cars Management, Hotel Arrangements, General Housekeeping – as per your skill & company policy
• Ensure timely supply of Stationery, Printing of Office Stationery, Office Supplies – tie up with nearby vendors (at least two) have a rate contract with TAT of delivery on call
• Maintain Employee Database on a periodic basis
• Timely availability & maintenance of office infrastructure - tie up with manpower agencies for on call carpenter / plumber etc. services decide the rate contract (for material) / visit charges, TAT etc

Initiative

Purchase/ Repair of Electronic Equipment


Key Measures
  • % costs savings generated through negotiation of better rates for purchase, maintenance and repair of office equipment - reconcile the vendors every one years go for atleast 3 quotations from different vendors for negotiation, at the same time concentrate on quality of product also. For maintenance & repair go for an AMC or ARC (annual rate contract).
  • Reduction in administration operational costs – as per you skill (cost cutting & consumption control as suitable to your company)
  • Number of new vendors develop and empanelled
  • Monitor costs vis-ΰ-vis allotted budgets and highlight any variances – follow the format as per attached sheet 1
  • Cost saving initiatives - Cost of contracted services - as per your companies requirement, cut down unnecessary/ encumber manpower or services think twice before doing the this as these services may be habitual to your employees routine
  • Lead time for Office / IT infrastructure repairs & refurbishments
Initiative

Workplace Management

Key Measures

• Ensure that security staffs are deployed as per contracted agreement and all security routines are adhered to – prepare the attendance register crosscheck it at the end of the month. Deployment has to be a responsibility of security supervisor or Team leader any changes need to brought to your notice.
· Ensure that housekeeping property contractors deploys staff and renders services as per contracted terms and conditions – as per above
• Prepare an employee satisfaction index to gain feedback – circulate it & prepare the drop box for the same (don’t need to collect from each)

• Maintain all necessary records to ensure that the office is well maintained, that administrative services are provided as required and that invoices are processed for work carried out To provide facilities and conditions of work and creation of favorable atmosphere for maintaining stability of employment. - Combination of all advices more of your skill & time management

Co ordinate & jell with other employees personally ask & contact people; it will help to reduce the written complaint (emails) flow against your profile. Try to streamline the process give responsibility to your below.

Thanks
Amit
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