Final Report Administrative Office Management PDF

Preview

Summary

Ministry of Education and Training University of Economics and Finance ADMINISTRATIVE OFFICE MANAGEMENTFINAL REPORTGroup 3LECTURER: NGUYỄN TRẦN DUYÊN PHÚContentsCHAPTER I: Company and Administrative Office Overview.............................1. Company Introduction:....................................

Description

Ministry of Education and Training University of Economics and Finance ***************

ADMINISTRATIVE OFFICE MANAGEMENT FINAL REPORT Group 3 LECTURER: NGUYỄN TRẦN DUYÊN PHÚ

1

Contents CHAPTER I: Company and Administrative Office Overview.............................3 1. Company Introduction:........................................................................................3 2. Administrative Office Introduction......................................................................5 CHAPTER II. Administrative Office Department Status.....................................8 1. The Science In Administrative Office Management:.........................................8 2. Administrative Office’s Occupation:.................................................................9 2.1. Organizing Meetings and Conferences. Example..........................................9 2.2. Occupation of Reception:.............................................................................11 CHAPTER III: Comment & Evaluation...............................................................22

2

CHAPTER I: Company and Administrative Office Overview 1. Company Introduction: Introduction: Company name: Natural Beauty Cosmetics Address: 141-145 Dien Bien Phu, ward 15, Binh Thanh district, Ho Chi Minh Gmail: [email protected] Holine: 0123559999 Natural Beauty Cosmetics just has been launched in the domesti market recently. However, we are strongly proud that our company has been gathering the world’s top experts in this field from many different conners in the world. We are here to be serving the purpose of providing this cosmetiscs market the true value in R&D, distribution, manufacturing, or even training to ensure that we can make a different domestically and be able to export across the world. Every single product of Natural Beauty Cosmetics has to be tested, evaluated in the extremely difficult conditions to asure that it could be good to be on public. Meaning that everything is in our product must be safe, high quality to achieve that examination. The company development orientation is to promote the business of raw material products specialized in the cosmetic field with high efficiency, safety and constantly improving the quality of supply. In addition, Natural Beauty Company also boasts a team of enthusiasm, highly qualified profession. Natural Beauty Cosmetics Company will bring good products with the best service, to ensure satisfaction for all customers. Size

3

The company has more than 100 employees and being one of the best growing cosmetics companies in Vietnam. Vision To become the lead in cosmetics production in term of prestige, quality and services in Vietnamese market. Mission - Getting ore and more customers satisfied with the company's products Natural Beauty - Creating a great working environment. - Bringing the best quality in beauty products to contribute the women's confidence. - Contributing positively to the community and living environment.

4

2. Administrative Office Introduction. Administrative Office Management Chart:

Head of Administrative Deparment

Deputy head of Administrative Deparment

Storage

Facility

Reception

Assistant

Support

IT

5

Size and Responsibility of Each Department: There are 18 employees in Administrative Department. Storage: Included 2 staffs. - Being responsible for managing and administering the receipt, handling, preservation and transfer of documents inside and outside the agency, organizing reception, security, and effective use of equipment. technology for clerical activities. - Collecting documents related to the agency's activities, classify, evaluate, revise documents and archive documents in accordance with the industry's regulations and requirements of the agency. Organization guide the work to archieve, exploit and use archives for parts of the agency. Facility: Included 1 staff. - Get involved in the management, procurement, maintenance and liquidation of equipment - stationery at the company. Support: Included 6 staffs: 2 security guards, 4 drivers and 2 cleaners. - Security guard: Ensure the safety of the company, protect the facity in the company. - Driver: Driving the staff, head of departments, directors and guest to the needed destination. - Cleaner: Making sure everything is clean in the company. IT: Included 3 staffs. - Maintain the server. - Manage the system of the company, assist others to use the system well. 6

Reception: Included 2 staffs. - Greeting, assisting and directing the firm’s guests appropriately - Maintain security and telecommunications system - Inform visitors by answering or referring inquiries - Booking and arranging travel, transport and accommodation - Organizaing events and conferences ensure the meeting room is equipped fully. Assistant: Included 2 staffs: 1 staff for Director, 1 staff for Deputy Director. - Organizing meetings and appointment. - Arranging the working schedule of Director and Deputy Director.

7

CHAPTER II. Administrative Office Department Status 1. The Science in Administrative Office Management:

8

The map’s signals 1) Head of Administrative Office Department Room 2) IT Room 3) Facility Room 4) Storage Room 9

5) Reception Room 6) Deputy Administrative Office Department Room 7) Support Deparment Room 8) Assistant is in the same room as the Director and Deputy Director Reasons for choosing the close space: - High-secure for information - Easily to concentrate - Better privacy - Easily to control the facility. 2. Administrative Office’s Occupation: 2.1.

Organizing Meetings and Conferences. Example

The Year End Meeting 2020 and Development Goal in 2021 Plan (People in charge: Deputy Director’s Assistant) - Meeting room: 5th floor at Natural Beauty Cosmetics - Address: 141-145 Dien Bien Phu, ward 15, Binh Thanh district, Ho Chi Minh - Time: 13h30 04/01/2021 Book a meeting room (People in charge: Reception) - Dimension of the meeting room: 40m2 - The room is sound-proof, limpid glass door, long and wide curtain - 30 leather single chair - Square table longs 12 meters - 2 Air conditioner - A 5 meter board - 5 markers: 3 black, 2 red - 1 projector, 100 inch screen - 2 plants in the corners - 2 A4, 1 pen - 1 air humidifier 10

The documents (People in charge: Deputy Director’s Assistant) - The financial report 2020 - The report of each department achievement - Report of unsolved problems in 2020 - The strategic goal announcement 2021 The participants (People in charge: Reception) - President - Director (Preside) - Deputy Director - Head of Admistrative Department - Deputy Head of Administrative Department - Director’s Assistant - Head of all departments Seat Arrangement (people in charge: Reception) - President’s position is at the head of table, in front of the projector - Director is next to the President on the right - Deputy Director is next to the President on the left - Managers of each team are one by one next to the Director and Deputy Director - Director Assistant is nearly behind the Director to make a record Note: - Every seat needs to have a pen and a bottle of water Duing the meeting: - Paying attention on everyone’s opinion - Take note some main ideas - Annouce to others some final decision 11

2.2. Occupation of Reception: Planning Oversea Business Trip

Business Trip Plan for Natural Beauty Cosmetics Purposes: - Introducing the products to Golden Company - Making a contract with Hiulife Company Participate: (02 people) Director and Assistant Destination: - International Changi Airport. - Golden Company Address: 171 Chin Swee Road 12-01 CES Centre Singapore 169877. - Hiulife Company Address: số 1 HarbourFront Highway 02-01 Keppel Bay Tower Singapore 098632. - Madarin Orchart Hotel Address: 333 Orchard Rd, Singapore 238867 Time: - Start Date: 15/11/2020 - End Date: 17/11/2020 Transportation: - Rental car from the hotel.

12

Schedule: Dat e 15/1 1 15/1 1 15/1 1 16/1 1 16/1 1 17/1 1 17/1 1 17/1 1 17/1 1 17/1 1

Time

Content

Transportation

17h-18h

Going to Tay Son Nhat International Airport Flying from Vietnam to Singapore Going to Madarin Orchard hotel

Company car

19h 23h (Singapore Time) 8h-8h30 9h 12h-12h30 13h 17h-17h30 18h20 20h (Vietnam Time)

Going to Hiulife Company Make a contract with Hiulife Going to Golden Company Introducing the product to Golden Company Going to International Changi Airport Flying from Singaport to Vietnam Going to the company

Note

Airplane The hotel’s car The hotel’s car

The hotel’s car

The hotel’s car

Singaporean time is 60 minutes faster than Vietnamese time Going back to the hotel by its car Going back to the hotel by its car

Airplane The company’s car

13

Necessary Documents and Papers: Papers 1) Passports of Director and Assistant 2) Travel Paper 3) Authoritized Paper Documents 1) The contract of Natural Beauty Cosmetics and Hiulife 2) Product’s Introduction with Golden 3) Sample for introduction Transportation: Planes: Departure date (15/11/2020)

Arrival date (17/11/2020)

VietnamAirline

VietnamAirline

Class

Economy

Economy

Flight

VN 651 (A321)

VN 659 (A321)

Seat

14D-14E

16A-16B

Departure Time

19h (Vietnamese Time)

18h20 (Singaporean Time)

Arrrival Time

22h (Singaporean Time)

19h20 (Vietnamese Time)

Tan Son Nhat International Airport

Changi International Airport

Information Company

Destination

Car: 14

- In Vietnam: The company’s car - In Singapore: The hotel’s car (Fee included breakfast, lunch, dinner and transportation). Accommodation Hotel name: Madarin Orchrad - Address: 333 Orchard road, Orchard, Singapore - Hotline: 0065 3163 4102 - Driver’s plate: SGF 8020A. Estimated Expenses Content Numbe r 1 Airplane ticket 2 Hotel room

Unit 4 2 (Director) 2 (Assistant )

Price per unit 2.233.000 2.580.000 2.180.000

Total price 8.932.00 0 5.160.00 0 4.360.00 0

Note

10.000.0 It can 00 be up - Total Estimated Expenses: 28.452.000 VND. 3

Allowance

5.000.000

Before the Trip - Notify the company to arrange an appointment, suitable schedule - Notify the whole company of the absence of the Director from November 15, 2020 to the end of November 17, 2020. During the Trip - Always keep in touch between the company and the director, to promptly notify necessary issues. - Work with the trustee, track the progress of the work. 15

- Categorize correspondence by importance: high priority folder, compile book of correspondence. - Transfer the above documents to the individuals authorized to handle. - Send an email to the other party that the director is on business. - Keep a diary to track the company's activities, summarize the general administrative activities, to report to the director when he returns. After the trip - A summary report on the company's developments during the director's absence. - Presenting official letters and letters to the Director. - Report on diary of administrative activities, correspondence summary book - Receive papers, vouchers, business trip expenses invoices to make payment procedures. - Compose a letter of gratitude to those who helped facilitate the business trip. - Store documents and records of the business trip. - Ask for information from business trip to get directions for the next work plan.

16

Planning the Year End Party for All the Staff

Year end party plan for Natural Beauty Cosmetics Plan: Na me

Purpose

Participa nts

Place

Date

Time

Budget

Finance report Year End

Reward Relationship enhancement

Tasks Announcing financial

100

Gem 26/12/20 Center 20

18h22h

330.000.000 (VNĐ)

Compensating the best performers Party

17

Preparation: Develop Conference Agenda Timeline 18h – 18h30 18h35 – 18h45 18h45 – 19h 19h05 – 19h15 19h20 – 19h30 19h35 – 19h55 20h – 21h55 22h

Welcoming Art Performance Opening Committee’s Decleration Financial Report Rewarding Party Ending

Personnel Assignment Content - Invitation Card Design - Idea Bulding Contact Gem Center to book: - Hall - Dining - Art - Seat Arrangement - Flower Booking - Certificate Booking - Gift Booking

People in charge Reception

Reception

Storage

18

Invitation Card

19

- Agenda Time 18h – 18h30

Task Welcoming

2

18h35 – 18h45

Art performance

3

18h50 – 18h55 19h00 – 19h15

Opening

1

4

-

5

19h20 – 19h30

6

19h35h – 19h45

Committee decleration Financial report Rewarding

Party

Content Get the staff in their seat in ordered - Display the activities of staffs during the year - Giving away tickets for the game - Singing and dancing performance -

- MC gets the event started - Introducing the participants. - Overview the activities occur during the year. - Annoucing the financial report -

Introducing teams and individuals which have the best performance in year.

Doer Gem Center

Note Eletronic song + light’s effect

Gem Center

Display suitable music and light

Gem Center Company

Gem Center + Company

Opening Champange and cheering Gem up Center

Slow music

Exciting background music

Electric music

20

7

8

Time 19h50 20h40

-

20h45 – 21h15

Task Dining Game Art Performance

Content Getting everyone chilled out and relaxed by dining, game and art performance

Lucky Draw

Giving away presents The New Year Wish and all thank from the head of company to all staff.

9

21h20 – 21h25

Message from the head of the company

1 2 1 3

21h30 21h40 21h45 - 22h

Art performance for the end Photography

Photographer taking photos for everyone

Doer Gem Center

Note Instrumented song and exciting background music

Gem Center + Company Company

Exciting and electric music

Gem Center Gem Center

Slow music

Ending

21

- Estimated Budget Content Invitation Card Art Performance Restaurant Fee - Place Rental - Dining - Photography Gift - Best staff in year - Flower - Certificate - Lucky Draw - Game At The Break Time

Unit 100 2

Price per unit (VND) 3.000 4.000.000

Price (VND) 300.000 8.000.000

1 110 2

20.000.000 1.560.000 1.000.000

20.000.000 171.600.000 2.000.000

5 5 5 5 20

10.000.000 200.000 100.000 10.000.000 500.000

50.000.000 1.000.000 500.000 50.000.000 10.000.000 Total: 313.400.000 VND

Expenses incurred: Tips, food, gift,…

22...