What does the administration department do?

Do everything. Administrative work can be said to be complicated.

Every day, corporate executives face a lot of trivial and insignificant affairs. However, these affairs are just branches and leaves on the big tree of administration. To sum up, administration has three main functions in enterprises: management, coordination and service. Among them, management is the backbone, coordination is the core and service is the foundation. In a word, the essence of administrative management is service. In order to become a qualified modern enterprise manager, the administrative department must further improve its management, coordination and service.

From the aspect of "management", the administrative department can not be satisfied with being the "staff officer and assistant" who leads in daily affairs. We must also think about the company's business philosophy, management strategy, enterprise spirit, enterprise culture, employment policy and other major issues, and implement them in practical work from a strategic perspective, thus becoming an indispensable "senior consultant and arm" for the leadership. This requires the leader of the administrative department not to be satisfied with being a transactionist, but to be a thoughtful, innovative and energetic leader; In other words, he should not only be content to be a tactician, but also strive to be a strategist. Obviously, only those who have ideas, understand strategy, dare to innovate and have momentum can do administrative work better and reach a higher level.

From the aspect of "coordination", managers can not simply be satisfied with conveying the orders of leaders and completing the tasks assigned by leaders; Nor can we rely on our unique position in the enterprise to dictate to various departments and oppress people with power. The administrative department should take the initiative to communicate up and down, left and right, and coordinate well on the basis of full communication. Coordination without adequate communication will not become real coordination.

In terms of "service", the administrative department should be willing to play the role of a hero behind the scenes. Because the administrative service is excellent, after all, it is the ultimate goal of serving enterprises. The work of administrative departments, especially logistics services, must not be expected to become the "center" of enterprises' attention. Not only is it impossible, but it should not be. Because if the focus of an enterprise unfortunately falls on the administrative department, it can only show that the administrative work is really bad, affecting all aspects of the work of the enterprise, affecting the realization of the ultimate goal of the enterprise, and even attracting everyone's attention.

The ideal realm of administrative management should be "keeping things quiet". The administrative department is most taboo to show its existence everywhere and compete with other departments for cameras and honors. The administrative department should be like a highly automated machine, where raw materials (tasks) go in and finished products (results) come out; Many twists and turns are absorbed by the administrative system. It is forbidden to set them up for your own evaluation, publicize them everywhere, and waste others' time, energy and feelings. We should oppose using our control over the company's resources to seek personal gain or convenience for ourselves, especially against turning the administrative department into an "awkward, ugly and difficult" bureaucratic yamen. Management is to implement the system; But the implementation of the system is also an art, so there is no need to sell yourself short. Especially in places where high-quality talents are concentrated, we should pay more attention to respect for people. Administrative work should have a human touch.

The administrative department of each enterprise has different orientation and different work contents.

For example, the China District Administration Department of a foreign-funded enterprise group has more than 20 subsidiaries, and its work mainly includes the following contents:

1. Office Management of China District Headquarters

2. Information communication between China District Headquarters and Group Headquarters.

3. Procurement and management of office stationery and equipment

4. Vehicle management

5. Telephone management

6. Guide and supervise the safety production management of subsidiaries.

7. Assess the administrative departments of subsidiaries.

8. Corporate Culture Management (Company Monthly)

9. Monitor the administrative expenses of subsidiaries (dormitory \ canteen \ stationery \ utilities and other administrative statements)

10. Coordinate the handling of commercial insurance such as property insurance and accidental injury insurance of all subsidiaries.

1 1. Fixed assets management

12. Official document management (drafting and distributing company and administrative documents)

13. Supervision on the use of seals and licenses of subsidiaries (quarterly report)

14. Booking air tickets \ Hotel management

15. Handling of newly established registered companies (cancellation)

16. Business card management

17. Safety management

18. Planning of large-scale meetings and activities of the company

19. supervise and inspect subsidiaries.

20. Be responsible for training and guiding the administrative managers (supervisors) of subsidiaries.

2 1. Solve the administrative problems of functional departments or subsidiaries in time.

22. Collection and arrangement of work reports of subsidiaries

23. Public relations and relationship maintenance of foreign-related units

24. Office rent, utilities, management fees and dormitory management

Let's start with what an administrative assistant does.

The administrative assistant mainly assists the administrative manager. The work of the administrative assistant focuses on the company's operation guarantee, and the work content is diverse but basic.

1. Assist the manager of the administrative department to complete the company's administrative affairs and daily affairs in the department.

2. Assist in reviewing and revising the company's management rules and regulations, and organize and manage the daily administrative work.

3. Supervise the implementation of various rules and regulations.

4. Participate in the performance management and attendance of the company.

5, the implementation of reward and punishment measures

6. Assist the manager of the administration department in housekeeping and safety management, and provide timely and effective administrative services for other departments.

7. Meeting arrangement: make preparations before the meeting, make meeting minutes, and sort out the contents after the meeting.

8. Be responsible for sending and receiving express mail and fax.

9. Participate in the administration and procurement affairs management of the company.

10, responsible for the collection and distribution of office supplies of all departments of the company.

1 1, do a good job in material collection, file management, document drafting, document formulation, document sending and receiving, etc.

12. Contact and receive relevant departments externally, receive visitors, answer telephones, answer inquiries and pass information internally.

13. Assist in interview reception, meetings, training, organization and arrangement of company collective activities, holiday condolences, etc.

14, assist the manager of the administration department to coordinate the various departments of the company.

Work flow of company administration department

Specific process: 1. According to their actual work situation and budget plan, each department puts forward practical application requirements (with detailed contents and sufficient reasons), which are signed by the department manager and the competent deputy general manager and copied to the administration department. 2. The Administration Department verifies the application according to the existing equipment assets of each department, and requires each department to make suggestions and opinions (allocation or procurement) based on the real objective demand and following the principle of equipment application. 3. If the "distribution" procedure is adopted, the administrative department will report the distribution plan to the competent vice president of the administrative department for signature and confirmation before implementation; 4. If the "purchase" procedure is adopted, the administrative department will refer to the relevant provisions of the Interim Provisions on the Financial Approval Process of Jiangsu XX Software Co., Ltd. (Su Gu Cai Zi [02] No.003). 5. The Administration Department uniformly applies for expenses, organizes procurement and amortizes expenses. The process follows the principle of "low price and good quality". On the basis of meeting the needs of various departments, pay attention to the cost performance of equipment, lower the price and practice economy. After the equipment procurement, the Administration Department and the Marketing Department will organize the acceptance. After the registration of fixed assets, all departments should register and collect, and the responsibility should be implemented to people. 6. When the user leaves or is transferred from the department, all assets shall be returned to the warehouse of the Administration Department and registered in the equipment manager Department.

8. Lunch meal ticket 1. After the employee arrives at the post, the department office will collect the meal ticket from the administrative department according to the employee's arrival date. 2. Every month from 30th to 3rd1day, the back office of each department will receive the meal ticket for next month according to the actual number of formal employees in the department. 3. On the 2nd day of each month 1-2, the backstage of each department will make statistics on the refund of the meal tickets in the last month on their own doors, and provide a detailed list to the administration department. In case of weekend, it will be postponed for two days. The administration department does not accept individual sporadic collection and refund. 4. If there is any injustice or wrong account, the backstage of each department shall be responsible for it. The guest meal voucher application form should be filled in and signed by the department manager for confirmation. 5. Irregular employees (interns, etc.). ) get the meal ticket in full by yourself, and the graduate students get the meal ticket according to the standard of formal employees.

Nine. The application process of ordering, booking and making an appointment is convenient for all employees of the company and reflects the service of the administrative department. The application process of ordering, booking and reservation is summarized as follows: 1. Each department puts forward an application for ordering, booking and booking according to the actual needs of each department, and fills in the corresponding application form (with detailed contents), which is signed by the department manager for confirmation. 2. Before ordering, booking and booking rooms, all departments should apply for the fees and hand them over to the Administration Department for agency. After the completion of the administrative department, hand over the cash or check to the administrative department for settlement. 3. Each department shall bear the risks such as refund fee and check-out fee caused by its own mistakes in the process of ordering, booking and booking. 4. If the cost exceeds 500 yuan, the application needs to be signed by the deputy head of the department. 5. Ordering, booking and booking need a certain amount of advance (booking is generally notified to the administrative department 2 ~ 3 days in advance, and ordering and booking are generally 1 ~ 2 days in advance). 6, the application of each department shall not improve the requirements of actual needs.

X. gifts 1. The administration department is responsible for selecting and ordering gifts according to different grades. The selection principle is elegant, generous and practical, which can reflect the company image. 2. Each department needs to apply to the department manager for company gifts according to the gift list (see Table 2), fill in the gift claim form and sign to confirm the source of expenses. 3. Department managers at all levels (signed by the president or vice president in charge of administration when necessary) go to the administration department to receive gifts. 4. Gift expenses are amortized once every quarter. If the expenses exceed the budget, the finance department shall notify the administration department to suspend the distribution of gifts to the department, and the excess will be deducted in the next budget.

XI。 Promotional materials 1. The company's publicity materials include handbags (long and short models), publicity color pages, company profiles, product manuals, etc. 2, recipients of promotional materials within 5 copies, by recipients in the administrative department publicity materials recipients account registration. 3, recipients of promotional materials in more than 5 copies, need to fill in the "promotional materials recipients application form", signed by the department manager, in the publicity materials recipients account registration recipients. 4. The expenses of publicity materials shall be amortized once every quarter. If the expenses exceed the budget, the Finance Department will notify the Administration Department to suspend the distribution of publicity materials to the department, and the excess will be deducted in the next budget. 5. If the Administration Department finds that it has not filled in or the number of recipients exceeds the number filled in, the Administration Department will not only instruct it to fill in again, but also complain to its department manager and impose relevant penalties.

Twelve. Conference management 1. The administrative department of the company manages the conference system in a unified way, and all meetings must be notified to the administrative department in time to facilitate arrangement and registration. If necessary, the administrative department will issue a meeting notice for confirmation. 2. The meeting organizer shall submit the meeting time, place and necessary preparations. (see table 3), so as to facilitate the cooperation of the administrative department. Before the meeting, the administrative department will send someone to do the venue layout and equipment debugging. 3. Except the meeting materials sponsored by other departments, the meeting materials shall be sorted, filed and filed by the administrative department. After the meeting, the administration department will send someone to clean the meeting place and check the equipment. 5. The conference room use fee shall be amortized quarterly according to the proportion of department use.

Thirteen. Vehicle management 1. The company's existing vehicles are mainly used for important activities and major business activities of the company. If the company personnel want to use the vehicle, please observe the following management regulations: 2. The company's vehicles are managed by the administrative department and registered according to the vehicle number. 3. The use of the company's vehicles shall be subject to the system of "dispatching vehicles". Employees should fill in the "Dispatch Sheet" carefully and submit it to the first-level department manager of their department for signature. If there is an estimated demand for vehicles, an application for "Vehicle Dispatch Form" shall be submitted to the Administration Department 2-3 days in advance. 4. After the Administration Department summarizes the "Dispatch List", the manager of the Administration Department is responsible for dispatching cars in a unified way. 5. After the vehicle is used, the user and the driver must fill in the "Vehicle Actual Use Record Form" and submit it to the Administration Department for filing. 6. The Administration Department reports the fuel consumption and driving records to the Deputy General Manager once a month to prevent waste. If the fuel consumption exceeds the standard (refers to abnormality), it should be sent for adjustment and repair. 7. The internal use expenses of the company's vehicles are as follows: ① Local vehicles: mileage fee for ordinary vehicles 1.5 yuan/km; Van mileage fee 2 yuan/km. Waiting charge: if the waiting time is less than half an hour, it is free; If it exceeds half an hour, it will be charged according to 0.5 yuan/minute. ② Long-distance bus: ordinary bus mileage fee 1.0 yuan/km; Van mileage fee 2 yuan/km. Direct expenses (such as gasoline, bridge tolls, parking fees, etc.). ) borne by the car department itself. (3) The vehicle use fee of each department shall be settled quarterly, and shall be signed by the department manager and submitted to the finance department for confirmation.

Fourteen Equipment maintenance process 1. The maintenance personnel first feed back the maintenance information to the equipment managers of all departments; 2. After preliminary inspection, the department equipment manager fills in the equipment maintenance form (providing the equipment number and failure phenomenon) and sends it to the administration department after approval by the department manager; 3. The equipment manager of the Administration Department shall contact the manufacturer according to the number and organize timely maintenance; 4. Give the temporarily unused equipment to the maintenance personnel through temporary borrowing and transfer; 5 mechanical equipment maintenance is completed, the administrative department shall register and return it to the maintainer for use; 6. The maintenance costs involved shall be borne by each department.

Fifteen, the use of electronic screen specification

(I) Principle The electronic screen is the information transmission carrier of the company internally and externally. In order to make better use of electronic screens, ensure that users are qualified, information is effectively confirmed, and the release time is reasonable. , this specification is specially formulated. 1. User 1. The administration department enjoys the operation and management of electronic screens. 2. The Administration Section shall designate a special person to be responsible for the use, maintenance and repair of electronic screens. 3. The responsibilities of the person in charge of the electronic screen include: timely implementing the company's information release, making the information release schedule, making the information update plan, summarizing and sorting out the electronic screen information release, daily maintenance of the electronic screen, troubleshooting the electronic screen, and coordinating the electronic screen maintenance. 4. The person in charge of the electronic screen is responsible to the manager of the administrative department.

(2) Release content 1. The release content of electronic screen is divided into daily information and special information. 2. Daily information includes: company publicity, company news trends and industry news trends. 3. Special information includes: various notices, various announcements, various congratulations and other information. 4. The collection and arrangement of daily information is completed by the Administration Section. 5. The collection and arrangement of special information shall be completed by the Administration Section in cooperation with relevant news departments.

(3) The release time is 1, and the electronic screen is used from 8: 30 am to 6: 30 pm every working day (except in special circumstances). 2. Timeliness of daily information release: the company's publicity and introduction is 2 hours a day and released in 4-6 issues; Company news is published in 4-6 issues for 2 hours every day; Industry news is published in 2-4 issues every day 1 hour. 3. The time limit for the release of special information shall be examined and approved by the information-related department in conjunction with the administrative department: the announcement time is generally 2 working days, 2 hours a day, divided into 4 time periods; The announcement time is generally 1 working day, 2 hours per day, divided into 2-4 time periods; The release time of the congratulatory message is generally 0 hour before the start of the 65438+ activity to 2 hours after the start of the activity.