administrative office management final report

Administrative Office Introduction.Administrative Office Management Chart: 5 Head of Administrative Deparment Deputy head of Administrative Deparment... The map’s signals1 Head of Admin

Ministry of Education and Training

University of Economics and Finance

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FINAL REPORT

Group 3

LECTURER: NGUYỄN TRẦN DUYÊN PHÚ

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

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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: naturalbeautycosmetics@gmail.com

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

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

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2 Administrative Office Introduction.

Administrative Office Management Chart:

5

Head of Administrative Deparment

Deputy head of Administrative Deparment

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

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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

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

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

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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

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

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Dat

15/1

1 17h-18h International AirportGoing to Tay Son Nhat Company car

15/1

1 19h SingaporeFlying from Vietnam to Airplane

15/1

1 23h (SingaporeTime) Madarin Orchard hotelGoing to The hotel’s car minutes faster than Singaporean time is 60

Vietnamese time 16/1

1 8h-8h30 CompanyGoing to Hiulife The hotel’s car

16/1

1 9h HiulifeMake a contract with its carGoing back to the hotel by 17/1

1 12h-12h30 CompanyGoing to Golden The hotel’s car

17/1

1 13h to Golden CompanyIntroducing the product Going back to the hotel by its car 17/1

1 17h-17h30 Changi AirportGoing to International The hotel’s car

17/1

1 18h20 to VietnamFlying from Singaport Airplane

17/1

1 20h (VietnamTime) Going to the company The company’scar

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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:

Information Departure date

(15/11/2020) (17/11/2020) Arrival date

Departure

Time 19h (Vietnamese Time) 18h20 (SingaporeanTime) Arrrival Time 22h (Singaporean Time) 19h20 (Vietnamese

Time) Destination Tan Son Nhat

International Airport International AirportChangi

Car:

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- 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

Numbe

r Content Unit Price perunit priceTotal Note

1 Airplane

2 Hotel room 2

(Director) 2.580.000 5.160.000

2 (Assistant )

2.180.000 4.360.00

0

00 be upIt can

- Total Estimated Expenses: 28.452.000 VND

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

- 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

financial Year

End Reward 100 Gem Center 2026/12/20 18h-22h (VNĐ)330.000.000 Compensatingthe best

performers Relationship

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Develop Conference Agenda

Timeline

18h – 18h30 Welcoming

18h35 – 18h45 Art Performance

18h45 – 19h Opening

19h05 – 19h15 Committee’s

Decleration 19h20 – 19h30 Financial Report

19h35 – 19h55 Rewarding

20h – 21h55 Party

Personnel Assignment

Content People in charge

- Invitation Card

- Idea Bulding

Contact Gem Center to

book:

- Hall

- Dining

- Art

Reception

- Seat Arrangement

- Certificate Booking

- Gift Booking

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Invitation Card

19

- Agenda

1 18h – 18h30 Welcoming - Get the staff in their seat in

ordered

- Display the activities of staffs during the year

- Giving away tickets for the game

Gem Center Eletronic song + light’s effect

2 18h35 –

18h45 Art performance - performanceSinging and dancing CenterGem Display suitable music

and light

3 18h50 –

18h55 Opening -- Introducing the participants.MC gets the event started CenterGem

4 19h00 –

19h15 - Committee decleration

- Financial report

- Overview the activities occur during the year

- Annoucing the financial report

Company Slow music

5 19h20 –

19h30 Rewarding - individuals which have the Introducing teams and

best performance in year

Gem Center + Company

Exciting background music

6 19h35h –

19h45 Party Opening Champange and cheeringup CenterGem Electric music

Time Task Content Doer Note

7 19h50 -

20h40 -- GameDining

- Art Performance

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

performance

Gem Center Instrumented song and

exciting background music

8 20h45 –

21h15 Lucky Draw Giving away presents Center + Gem

Company

Exciting and electric music

9 21h20 –

21h25 Message from the head of the company The New Year Wish and all thankfrom the head of company to all

staff

Company Slow music

1

2 21h30 -21h40 Art performance for theend CenterGem

1

3 21h45 - 22h Photography Photographer taking photos foreveryone CenterGem Ending

21

- Estimated Budget

Restaurant Fee

Gift

Total: 313.400.000 VND

Expenses incurred: Tips, food,

gift,…

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