Enterprise administrators are faced with a large number of daily, trivial, insignificant matters. However, these matters are only branches and leaves on the tree of administrative management. In a nutshell, the administrative management in the enterprise has the main management, coordination, service three functions; which management is the backbone, coordination is the core, service is fundamental. In short, the essence of administrative management is service. Administration must also be in the "management", "coordination" and "service" three aspects of another grade, to be regarded as a qualified administrator of modern enterprises.
From the "management" aspect, the administrative department can not be satisfied with the level of day-to-day affairs to do a good job of the leadership of the "staff and assistants", but also must be in the company's business philosophy, management strategy, entrepreneurial spirit, corporate culture, employment policy and other major issues. Have their own thinking on the issue, and high level in the actual work to implement, become an indispensable leader of the "high counselor and arm". This requires that the leader of the administrative department can not be satisfied to be a transactionalist, but to be a thoughtful, innovative and forceful leader; in other words, he can not be satisfied to be a good tactician, but also strive to be a good strategist. Obviously, and only a thoughtful, strategic, innovative and impulsive person can do a better job of administration and take it to another level.
From the "coordination" aspect, administrative managers can not simply to convey the orders of the leadership, the completion of the tasks assigned by the leadership for the satisfaction; also can not rely on their unique position in the enterprise on the various departments to dictate to the power of the people. Administrative departments should take the initiative to do a good job of communication between the top and bottom, left and right, inside and outside, on the basis of full communication and coordination. Coordination without adequate communication does not become a real coordination.
From the "service", the administration should be willing to play the role of the hero behind the scenes. Because the administrative services do a good job, after all, is to serve the ultimate purpose of the enterprise. The work of the administrative department, especially logistics services, never expect to become the center of attention of the enterprise "center". Not only impossible, and should not be. Because if an enterprise's focus of attention unfortunately lies in the administrative department, it can only show that one point, that is, the administrative work is really too bad, affecting all aspects of the work of the enterprise, affecting the realization of the ultimate purpose of the enterprise, so as to cause everyone's concern.
The ideal state of administration should be "silent". Administrative departments are most avoided everywhere to show their presence, and other departments to grab the camera, fight for honor. Administration should be like a high degree of automation of the machine, the raw materials (tasks) into the end, the finished product (results) out; which many many twists and turns, are digested in the administrative system, avoid for their own evaluation of the merits, spread around, wasting other people's time, energy and feelings. To oppose the use of their dominance of the company's resources for their own personal gain or convenience, especially against the administration into the "door is difficult to enter, difficult to see, difficult to do" of the government offices. Management is to implement the system; but the implementation of the system is also an art, and does not necessarily have to make the sword, sword and shadow. Especially in the concentration of high-quality talent, pay more attention to respect for people. Administrative work should be done with a human touch.
The positioning of the administrative department of each enterprise is different, the content of the work is not the same
For example: a foreign enterprise group in China, the Department of Administration, subordinate to more than twenty subsidiaries, the work mainly includes the following:
1. China headquarters office management
2. China headquarters and group headquarters information communication
3. Office stationery\equipment Procurement and management
4. Vehicle management
5. Telephone management
6. Guidance and supervision of production safety management of subsidiaries
7. Assessment of subsidiaries' administrative departments
8. Management of corporate culture (the company's monthly newsletter)
9. Monitoring of administrative costs of subsidiaries (dormitories \cafeteria \stationery \utility bills)
9. etc. administrative statements)
10. Coordination of property insurance and accident insurance and other commercial insurance for subsidiaries
11. Management of fixed assets
12. Management of official documents (the company and administrative issuance of drafts and issuance of documents)
13. Supervision of the use of seals and licenses of the subsidiaries (quarterly statements)
14. Management of booking air tickets\hotels
15. Newly established registered companies (cancellation)
16. Management of business cards
17. Management of security guards
18. Planning of large-scale meetings and activities of the company
19. To the subsidiaries to carry out supervision and inspection of the work
20. (Supervisor) for training and work guidance
21. Timely resolution of administrative problems of the functional departments or subsidiaries
22. Collection and collation of reports on the work of the subsidiaries
23. Public relations and maintenance of relations with foreign related units
24. Office rentals \ water and electricity \ management fees \ dormitory management
Then we come back to talk about What does an administrative assistant do
Administrative assistants mainly assist the administrative manager to carry out their work. The work of the administrative assistant is based on the company's operational security, the work is more diverse, but more basic.
1, to assist the manager of the administrative department to complete the company's administrative affairs work and the internal daily affairs of the department
2, to assist in reviewing and revising the company's various management rules and regulations, the organization and management of the daily administrative work
3, the rules and regulations of the supervision and implementation
4, to participate in the company's performance management, attendance, and other work
5, The implementation of rewards and punishments
6, to assist the manager of the Department of Administration, housekeeping, security management, to provide timely and effective administrative services for other departments
7, meeting arrangements: do a good job of pre-meeting preparations, meeting records and post-meeting content sorting
8, is responsible for the company's courier and faxes sent and received and delivered
9, to participate in the company's administrative, procurement affairs management< /p>
10, responsible for the company's various departments of office supplies for the receipt and distribution of work
11, do a good job in the collection of materials, file management, clerical drafting, official documents, documents sent and received, etc.
12, the external relevant departments to contact the reception, the reception of internal visits, answering calls, answering inquiries and transfer of information
13, to assist in the reception of interviews, Meetings, training, the company's collective activities and arrangements, holiday condolences, etc.
14, to assist the manager of the Department of Administration to do a good job of coordination between the various departments of the company
Company Administration Department workflow
Specific process: 1. Departments according to the actual situation of their work and budget plans, put forward a practical application requirements (specific and informative content, full of reasons), the department manager and the vice president in charge of the work of the department. Signed by the department manager and the deputy general manager in charge, copied to the Ministry of Administration. 2. The Ministry of Administration in accordance with the existing equipment and assets of the departments to verify the application, and the requirements of the departments from the real objective needs, follow the principle of equipment application, put forward proposals and suggestions for the solution (transfer or purchase). 3. If you take the "transfer" procedure, the administrative department will transfer the plan to the Ministry of Administration. If the "transfer" procedure is adopted, the Administration Department will report the transfer plan to the Vice President in charge of the Administration Department for signature confirmation and implementation; 4. If the "purchase" procedure is adopted, the Administration Department will refer to the "Interim Provisions on Financial Approval Process of Jiangsu XDAR XDAR XDAR XDAR Software Company Limited" (Su stock financial word 〖02〗No. 003) for specific implementation of the relevant provisions. Procurement by the Ministry of Administration unified application costs, organizations to buy, amortization of costs, the process follows the "cheap and beautiful" principle, in order to meet the needs of the departments on the basis of attention to the performance of the equipment than the price ratio, more than the price than the price, and practice economy. After the end of the procurement of equipment, unified by the Ministry of Administration and the Ministry of Marketing organization acceptance verification; fixed assets registered by the departments registered for use, the responsibility of the person. 6. All assets in the user to leave the company or transfer out of the department should be returned to the warehouse of the Ministry of Administration, and in the departmental equipment administrator registration.
VIII. Lunch meal ticket 1. Employee arrives at work, by the departmental housekeeping according to the date of their arrival to the Department of Administration to receive a meal ticket. 2. 30-31 days a month, the departmental housekeeping according to the actual number of regular employees in the department to receive a meal ticket for the next month. 3. 1-2 days a month, by the departmental housekeeping statistics of the department of the previous month's refund of the meal ticket situation On the 1st-2nd of each month, the departmental housekeeping staff will count the meal ticket refunds of the previous month in each department and provide a detailed list to the Administration Department. In case of a weekend, it will be postponed for two days. The Administration Department does not accept individual receipt and refund of tickets. 4. If there is any discrepancy or mistake, the housekeeping of each department will be responsible for the discrepancy. 5. The use of guest meal tickets need to fill out the guest meal application form, and signed by the department manager to confirm. 5. Informal employees (interns, etc.) to receive meal tickets paid in full by myself, graduate students in accordance with the standards of the formal staff to receive meal tickets. 6.
Nine, ordering meals, tickets, room booking application process for the convenience of all employees of the company, reflecting the administrative department of the service. Now the application process about the meal, ticket and room booking is summarized as follows: 1, each department according to the actual needs of each department, put forward the meal, ticket and room booking application, and fill out the corresponding application form (content specific details), the department manager to sign to confirm. 2, each department in the meal, ticket and room booking before the first application for a good cost to the Ministry of Administration to do it on behalf of the Department of Administration in the Ministry of Administration to do a good job immediately after the cash or cheque with the Department of Administration settlement. 3, each department in the meal, ticket and room booking before applying for a good cost to the Ministry of Administration to do it immediately after the cash or cheque. Each department shall bear the risks brought about by its own mistakes in the process of ordering meals, tickets and rooms, such as the cost of refunding tickets and rooms, etc. 4. If the cost is more than 500 yuan, the application needs to be signed by the vice president in charge of the department to confirm the application. 5. The work of ordering meals, tickets and rooms needs to be done in a certain amount of time in advance (ordering tickets is generally notified to the Administration Department 2-3 days in advance, and ordering meals and rooms is generally done 1 or 2 days in advance). 6. 6, the application of each department shall not be raised out of the actual needs of the requirements.
Ten, gifts 1, gifts by the Department of Administration is responsible for the selection of different grades to order, select the principle of elegant, generous, practical, reflecting the company's image. 2, each department according to the list of gifts (see Exhibit 2) to receive the company's gifts, you need to apply to the department manager to fill out the gift receipt, sign to confirm the source of the cost. 3, all levels of department managers (if necessary, by the president or the deputy general manager of the Administration) Signed to the Department of Administration to receive gifts. 4, gift costs amortized quarterly, such as the cost of exceeding the budget, the Finance Department to notify the Department of Administration to suspend the issuance of gifts to the department, and in the next budget to deduct the excess.
Xi, promotional items 1, the company's promotional items, including bags (long, short), promotional pages, company profiles and product manuals, etc. 2, the use of promotional items in less than 5 copies, by the user in the Department of Administration, promotional items on the ledger registration. 3, the use of promotional items more than 5 copies, you need to fill out the promotional items to use the application form, signed by the manager of the department to confirm the promotional items in the ledger on the ledger registration. 4, the promotional items on the ledger registration. 4, publicity costs initially proposed quarterly amortization, such as the cost of exceeding the budget, the Ministry of Finance to notify the Ministry of Administration to suspend the issuance of publicity products to the department, and in the next budget deducted from the excess. 5, such as the Ministry of Administration found that it did not fill out or the number of more than the number of fill in the number, the Ministry of Administration, in addition to instructing it to fill out the Department of complaints and related penalties to the departmental manager.
Twelve, meeting management 1. The company's administrative department unified management conference system, all meetings must be notified in a timely manner to the Ministry of Administration, to facilitate the arrangements and registration for the record. If necessary, the Ministry of Administration issued a notice of meeting to confirm. 2. Conference organizers are required to submit the meeting time, place of meeting, the required preparation (see Schedule 3), to facilitate the work of the Ministry of Administration with the work. Before the meeting by the Department of Administration to send people to do a good job of venue setup and equipment debugging. 3. In addition to other departments hosted by the meeting information on their own files, the meeting information by the Department of Administration to organize, file and archive. 4. After the meeting by the Department of Administration to send people to clean up the venue, check the collection of equipment. 5. Conference room use costs by departmental use of the proportion of amortization once a quarter.
Thirteen, vehicle management 1, the company's existing vehicles are mainly for the company's important activities and the use of major business activities, the company's personnel, such as the use of vehicles, please follow the following regulations: 2, the company's vehicles by the administrative department is responsible for the management of the registration management, respectively, according to the number of the car set up registers. 3, the use of the company's vehicles to implement the "dispatch order" system. 3, the use of the company's vehicles to implement the "dispatch list" system. Employees should carefully fill out the "dispatch form", to the department manager of the first level of signature. If there is an expected need to use the car, should be submitted to the administrative department 2-3 days in advance, "send a single" application. 4, "send a single" by the administrative department after the summary of the administrative department manager is responsible for the unified scheduling of vehicles. 5, the vehicle is finished, the user, the driver must fill in the "send a single" system. The use of personnel, drivers must fill out the "vehicle use of the actual situation record sheet", to the Ministry of Administration for the record. 6, the administrative department will be the monthly fuel consumption and driving trip records signed to the vice president in charge of checking once, in order to prevent waste, such as more than the standard fuel consumption (refers to abnormal) should be sent to adjust the repairs. 7, the company's vehicles within the use of the costs are as follows:1) City car: ordinary car mileage fee of 1.5 yuan / kilometer; van mileage fee of 2 yuan / kilometer. Waiting billing: waiting time within half an hour, free of charge, more than half an hour part, according to 0.5 yuan / minute billing. ② Long-distance car: ordinary car mileage fee 1.0 yuan / kilometer; van mileage fee 2 yuan / kilometer. Direct costs (such as gasoline, bridge and road tolls, parking fees, etc.) are to be borne by the departments using the vehicles. ③ Vehicle usage fee of each department will be settled quarterly and confirmed by the signature of the department manager and submitted to the Finance Department.
Fourteen, equipment maintenance process 1. repair personnel will first report the repair information feedback to the department's equipment manager; 2. departmental equipment manager after a preliminary inspection, fill out the "equipment repair order" (provide equipment number and failure phenomenon), the department manager to approve the delivery of the Ministry of Administration; 3. Ministry of Administration equipment manager according to the number, contact the manufacturer, the organization in a timely manner to repair; 4. through the temporary borrowing, transfer, etc., will be temporarily unused equipment to the Department of Finance, the department manager to sign the confirmation. By way of temporary loan, transfer, etc., will be temporarily unused equipment to the reporter to use; 5. Machine and equipment maintenance is completed, the Ministry of Administration for the record, returned to the reporter to use; 6. The maintenance costs involved, borne by the departments.
Fifteen, the use of electronic screen specifications
(a) the principle of electronic screen is the company's internal and external information transfer carrier. In order to better use of the electronic screen, to achieve the use of the subject qualified, effective information confirmation, release time is reasonable, etc., especially the development of the use of norms. First, the use of the main 1, the Ministry of Administration enjoys the right to operate and manage the electronic screen. 2, the Ministry of Administration set up a person responsible for the use of electronic screens, maintenance, repair. 3, the electronic screen responsible person's responsibilities include: timely implementation of the company's information dissemination, the development of information dissemination schedules, the development of the information updating program, the electronic screen information dissemination of the summary of collation, the daily maintenance of the electronic screen, the electronic screen troubleshooting, the electronic screen repair, etc. 4, the electronic screen responsible person's responsibilities with 4, the electronic screen responsible for the administrative division manager is responsible for.
(2) the release of content 1, the electronic screen release content is divided into daily information and special type of information. 2, daily information content contains: the company's publicity, company news, industry news trends. 3, special information content contains: all kinds of notices, all kinds of announcements, all kinds of congratulatory messages and other information. 4, the collection and organization of the daily information is completed by the Ministry of Administration and Business Division. 5, special information collection and organization of the administrative business department. The collection and organization of information is completed by the administrative division with the news-related departments.
(3) release time 1, the use of electronic screens for each working day from 8:30 am to 6:30 pm (except for special circumstances). 2, the daily type of information release time limit: the company's publicity and introduction of 2 hours a day, divided into 4-6 hours of release; the company's news 2 hours a day, divided into 4-6 hours of release; industry news 1 hour a day; the company's publicity and introduction of 2 hours a day, divided into 4-6 hours of release; the company's news 1 hour a day. The time limit for releasing special type of information is approved by the information related department together with the Administration Division: the release time of announcements is generally 2 working days, 2 hours per day and 4 time slots; the release time of notices is generally 1 working day, 2 hours per day and 2-4 time slots; the release time of event greetings is generally 1 working day, 2 hours per day and 2-4 time slots; the release time of event greetings is generally 1 working day, 2 hours per day and 2-4 time slots. The release time for announcements is generally 1 working day, 2 hours per day, divided into 4 time slots; the release time for notices is generally 1 working day, 2 hours per day, divided into 2-4 time slots; the release time for congratulatory messages is generally 1 hour before the start of the event to 2 hours after the event