Báo cáo môn Quản trị Văn phòng: Cách quản trị hành chính văn phòng của công ty

Bạn hãy giả sử mình là một nhân viên trong bộ phận hành chính văn phòng của một công ty bất kỳ (công ty này có thể là công ty đang hoạt động hoặc do sinh viên tự xây dựng). Sau đó, bạn hãy giới thiệu cho mọi người về cách quản trị hành chính văn phòng của công ty mình.YÊU CẦUChương 1 Tổng quan về công ty và bộ phận hành chính văn phòng1.1.Giới thiệu về công ty1.2.Giới thiệu về bộ phận hành chính văn phòng.Chương 2 Thực trạng bộ phận hành chính văn phòng trong công ty2.1.Sự khoa học trong quản trị hành chính văn phòng:(Sắp xếp chỗ làm việc)2.2 Các nghiệp vụ hành chính văn phòng2.2.1 Quy trình sắp xếp các cuộc họp, hội nghị tại công ty. Ví dụ cụ thể2.2.2 Công tác lễ tân:Ø Lên kế hoạch cho chuyến công tác nước ngoài cho cấp trênØ Lên kế hoạch tổ chức buổi tiệc tất niên cuối năm cho nhân viên công ty sau một năm làm việc nhằm gắn kết tất cả nhân viên công tyChương 3Nhận xét đánh giá

1

UNIVERSITY OF CONIMIC & FINANCE

FINAL REPORT OF ADDMINISTRATIVE OFFICE

MANAGEMENT

Teacher: Nguyễn Trần Duyên Phú

The Best Team

Thái Nguyễn Vân Anh Trần Thị Duyên Nguyễn Thị Ngọc Mai Dương Thanh Trúc Bùi Hà Phương Vy Nguyễn Khánh Vy

CONTENTS

Chapter 1: Overview of company and administrative office department: 1

1.1 Introduce company 3 1.2 Introduce the administrative office department 4

Chapter 2: The reality of the office administration department in company: 5

2.1 Scientific in the administrative office management 6 2.2 The administrative office operations: 7 2.2.1 The arrangement process for meetings and conferences in

company: 7 2.2.2 Working reception: 8

Chapter 3: Review 17

Chapter 1: Overview of company and administrative office

department:

• The name of company: Naturally Plus Vietnam

• The company scale: 100 employees

• Charter capital: 10 billion

• The major business:

Naturally Plus is a health care global company with strategy which improves people’s health and brings a healthy life all over the world We assure consumers the best benefits and supply a dietary supplement market is safe and qualitative for consumers

• The history of company:

Naturally Plus is a direct selling company have source of Japan The specific characteristic of company are sharing wide and deep knowledge of health care of Japan with the international community

Famous for its rapid development and integration Naturally Plus is new firmly positioned as a legendary name in Japan’s healthcare and welfare

• Vision and Mission:

* Vision:

Naturally Plus towards a healthy life and brings you variety in dietary supplement products, which is under the direct selling system rely on members

Head Of Representative

Office

Deputy Of Representative Office

Logistics

Driver

Security Officer

Cleaner

Techical Supervisor

Technical Officer

Administration Supervisor

Administration Officer

Receptionist

Secretary

HR Supervisor

HR Officer

* Mission:

Naturally Plus always focuses on improving healthy of global community through 3 aspects are indispensable such as: Comprehensive products, business opportunity and fair culture

1.2 Introduce the administrative office department

The Administrative Office Team includes 2 hierachies: Supervisors & Employees

This is an organization chart of office department:

The administrative office department, there are about 39 people, containing:

• HR Team: including 12 people ( HR department’s function is conducting job

analyses, planning labor needs and recruiting job candidates, selecting job candidates, orienting and training new employees, managing wages and salaries, providing incentives and benefits, appraising performance, communicating, training and developing managers, building employee commitment)

• Administration Team: has 8 employees in department, 1 secretary, 1

receptionist Their duties are for the following works: manage records, contract with partners, make monthly payroll ,manage assets and equipment , manage personnel records

• Technical Team: has 4 people and their function is to deal with

technology-related problem

• Reception Team: has 2 people and they have duties to welcome guests , take

care of visitor, guide visitor, and security

• 2 Security Employees: their function is to protect the agency, keep order,

prevent fraudsters from entering, and preserve company assets 1 driver : having function of transporting directors, leaders

• 3 Cleaner: their function is to keep the company clean at all times

Chapter 2: The reality of the office administration department in company:

2.1 Scientific in the administrative office management

Annotate:

 Head Of Representation Office’s Room  HR Team

 Deputy Of Representation Office’s Room  Meeting – Place

Working space of The office administration department is designed in open space There are 2 entrances, the front entrance for visitors, this prevents the entrance from affecting the working process of employees

The rear entrance is for staff, with stairs connecting from the parking garage to the 1st floor The seat location of Head of representative office and Deputy of representative office can see the whole working juncture of most employees, helping

to manage more effectively

In addition, the airy workspace is not confined, this helps employees easily to communicate and exchange work with each other

2.2 The administrative office operations:

2.2.1 The arrangement process for meetings and conferences in company:

MONTHLY MEETING

❖ Seat arrangement:

- Preside: CEO

- Participant: Manager and deputy manager of all departments

❖ Preparation: Technical staff

- Book a room:

* Projector

* Micro

* Speaker

* Desk & chair

* Air- conditioner

- Invite participants: Administration staff:

* Written notices was sent to participants by email And the written notices was upload on web of company

- Prepare documents: Secretary

* Profit and loss statement in the past month

* Progress schedule reports in the past month

* Balance sheet in the past month

* Cash flow statement in the past month

* Report of other issues related business activities in the past month

* Business plan for next month

- Prepare equipment & drink: Receptionist

* Tea

* Pens

* Notebook

* Tablet or laptop

❖ Organize:

- Attend ( Manager and deputy manager of all department)

- Take note ( Secretary)

- Write meeting minutes(Secretary)

2.2.2 Working reception:

 To plan out a year end party for employees in company 

DEVELOP PLAN:

Name - Year – end party

Purpose

- Summarizing the activities in the past year

- Sending business’s gratitude to employees in company because of their contribution

- Making everyone in company more attached

- Greating a motive power towards the new year

Participants - All employees in the company are 100 people

Place - Grand Place

Date - December 31st,2020

Budget - About 350.000.000 VND

Tasks

- Develop conference agenda

- Personnel assignment

- Design the invitation card

- Prepare document

- Estimate budget

PREPARATION:

• Step 1: Develop conference agenda

6:00 pm – 6:30 pm Welcome guests Take a seat to begin the program

6:30 pm – 6:35 pm Show time Opening performance of dance team

6:35 pm – 6:40 pm Opening speech MC open the program and express the reason

of the party

6:40 pm – 6:45 pm Addressing of

management committee

Deputy director speak in her capacity as management committee representative

6:45 pm – 7:00 pm Honor for outstanding

achievements of

Reward the excellent employees in company and give the flowers

departments

7:00 pm – 7:10 pm Banquet

Management committee representative open champagne and toast the success of

company

7:10 pm – 8:30 pm Using party Everyone use party

8:00 pm – 8:15 pm Mini game MC organize mini game to change

atmosphere

8:15 pm – 8:30 pm Lucky draw Awards of company give employees

8:30 pm – 8:35 pm Ending performance Ending performance of staff in company

8:35 pm – 9:00 pm The end Take a photograph and give a guest a

send-off

• Step 2: Personel assignment:

BEFORE PARTY

Develop conference agenda Administration staff and secretary

Design, print and distribute card Administration staff

Writing script for all division (logistics, sound,

Making a list of employees rewarded HR staff

IN PARTY

Master of the Ceremonies ( MC) Deputy of representative office

Organizing mini game and lucky drawing Administration staff

AFTER PARTY

Edit & make the final record Administration staff

• Step 3: Design the results

• Step 4: Prepare document

- Master plan script

- The detailed agenda script

- MC script

- Audio visual script

- A list of employees rewarded

- A list off participants

• Step 5: Estimate budget

NAME FIGURE UNIT PRICE TOTAL

AMOUNT

1

Printing

Certificate of satisfactory

2

Venue

3

Technology

4

Reward Reward for the excellent staff

First class

3

5.000.000

10.000.000

CONFERENCE ORGANIZING:

MISSION FIGURE CURATOR

Logistics 5 Technical staff & Cleaner & Security office

AFTER CONFERENCE:

- Edit & make the final record: Administration staff

- Feedback: Secretary

- Provide the result: Secretary

 To plan out an overseas assignment for supervisor 

PLAN:

• Purpose: Sign a contract with partner and introduce fashion products

• Participants: CEO and Secretary

• Destination: Singapore

• Period:

- Begin: October 27th, 2020

* Departure: 7:00 pm

* Arrival: 10:00 pm

- End: October 29th, 2020

* Departure: 6:00 pm

* Arrival: 9:00 pm

• Transportation:

- Plane (Singapore Airlines)

- Car (BMW 3 series)

• Schedule

DATE TIME MORNING TIME AFTERNOON

27/10/2020

7:00 Depart for Singapore at

Tan Son Nhat Airport

10:00

Arrive in Singapore at Singapore Changi International Airport

28/10/2020 8:00

Meet partner and sign a contract

Place: TWG Tea in Marina Bay Sands

29/10/2020

2:00

Introduce fashion products

Place: Meeting place company of partner

Comeback Vietnam

6:00

Depart for Vietnam at Singapore Changi International Airport

9:00 Arrive in Vietnam at Tan

Son Nhat Airport

DOCUMENTS PREPARATION:

• Documents:

- Contract

- Catalogue

- Advertisement

• Papers:

- Passport

- Identity card

- Recommendation for business trip

- Travel document

- Insurance

LOGISTICS:

• Transportation:

- The information of flight:

DATE FLIGHT

NUMBER DEPARTMENT ARRIVAL

DEPARTURE TIME

ARRIVAL TIME

- The information of the hire of a car:

* Name of the company: Rentalcars

* Place of reception: Singapore Changi International Airport

* Place of return: Singapore Changi International Airport

* Date of reception: 27/10/2020 * Time: 10:30 pm

* Date of return: 29/10/2020 * Time: 5:30 pm

• Accommodation:

- Hotel: Carlton Hotel Singapore - 76 Bras Basah Road, City Hall, Singapore

• Budget:

NAME FIGURE UNIT PRICE TOTAL

AMOUNT

1

Round trip

for CEO Deluxe room

OTHER:

BEFORE THE TRIP

Make an amouncement of the business Administration Staff

DURING THE TRIP

AFTER THE TRIP

Summarize all the activities happened in the

company during the business trip

Administration Staff and Secretary

Receive and store all the papers documents

from the trip

Administration Staff

Chapter 3: Review

Administrative office management is an interesting subject which associate the realities of working in one’s office We learn how to make one’s plan for a party or an assignment follow a logic sequence to ensure that plan can be designed, executed and appreciated the activities effectively Besides, we also learn how to distribute human resource for different missions

− In building the administrative office department, we distributed a large number of employees into this department too much, which lost balance

of forces among other departments This is a direct selling company, but quantity of the administrative office department’ employees are more than others that is an unreasonable thing

− In scientific in the administrative office management, designing office layout is to use the open office concept instead of using a conventional walled office layout Everything has two faces Although everyone can exchange easily, they also talk all day Moreover, this design make a few people uncomfortable, because of not being private Besides, having a lot

of empty space in design, so the spaces are not taken full advantage of office

− In setting up a year - end party for employees and an assignment for boss,

we have many mistakes because we have never done before Timetable and budget are always considered

MEMBER PERFORMANCE REVIEW

Comments of teacher:

Thai

Nguyen Van

Anh

Tran Thi Duyen

Nguyen Thi Ngoc Mai

Duong Thanh Truc

Bui Ha Phuong Vy

Nguyen Khanh Vy

Mark