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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
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 Introduce company 1.2 Introduce the administrative office department Chapter 2: The reality of the office administration department in company: 2.1 Scientific in the administrative office management 2.2 The administrative office operations: 2.2.1 The arrangement process for meetings and conferences in company: 2.2.2 Working reception: Chapter 3: Review 17 Chapter 1: Overview of company and administrative office department: 1.1 Introduce company • 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 * Mission: Naturally Plus always focuses on improving healthy of global community through aspects are indispensable such as: Comprehensive products, business opportunity and fair culture 1.2 Introduce the administrative office department The Administrative Office Team includes hierachies: Supervisors & Employees This is an organization chart of office department: Head Of Representative Office Deputy Of Representative Office HR Supervisor HR Officer Administration Supervisor Administration Officer Techical Supervisor Technical Officer Logistics Driver Security Receptionist Secretary Officer Cleaner 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 employees in department, secretary, 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 people and their function is to deal with technologyrelated problem • Reception Team: has people and they have duties to welcome guests , take care of visitor, guide visitor, and security • Security Employees: their function is to protect the agency, keep order, prevent fraudsters from entering, and preserve company assets driver : having function of transporting directors, leaders • 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: Security Office IT Support Technicians Reception Secretary Head Of Representation Office’s Room HR Team Labor Room Administration Team Deputy Of Representation Office’s Room Meeting – Place Working space of The office administration department is designed in open space There are 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: - Year – end party Name - Summarizing the activities in the past year - Sending business’s gratitude to employees in company because of Purpose 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 Time - pm – pm Budget - About 350.000.000 VND - Develop conference agenda - Personnel assignment Tasks - Design the invitation card - Prepare document - Estimate budget PREPARATION: • Step 1: Develop conference agenda TIME ITEM CONTENT 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 6:40 pm – 6:45 pm 6:45 pm – 7:00 pm MC open the program and express the reason of the party Addressing of Deputy director speak in her capacity as management committee management committee representative Honor for outstanding Reward the excellent employees in company achievements of and give the flowers departments Management committee representative open 7:00 pm – 7:10 pm Banquet champagne and toast the success of company 7:10 pm – 8:30 pm Using party 8:00 pm – 8:15 pm Mini game 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 Everyone use party MC organize mini game to change atmosphere Take a photograph and give a guest a sendoff • Step 2: Personel assignment: MISSION CURATOR BEFORE PARTY Develop conference agenda Administration staff and secretary Book a restaurant Administration staff Contact with dance team Administration staff Design, print and distribute card Administration staff Writing script for all division (logistics, sound, system, program,…) Secretary Making a list of employees rewarded HR staff Writing MC script Secretary IN PARTY Welcoming guest Receptionist Event coordinator Head of representative office Master of the Ceremonies ( MC) Deputy of representative office Addressing of management committee CEO Opening performance MQ Dance team 10 Organizing mini game and lucky drawing Administration staff Ending performance HR staff Logistics Technical staff AFTER PARTY Edit & make the final record Administration staff Feedback Secretary Provide the results 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 11 NAME FIGURE UNIT PRICE TOTAL AMOUNT Printing Back drop 550.000 550.000 Cover 256.000 256.000 Standee 150.000 300.000 Invitation 100 5.000 500.000 Envelope 100 7.000 700.000 90.000 270.000 - - 200.000 Certificate of satisfactory progress Paper for scripts & list Venue Premises / Space 50.000.000 50.000.000 Rounds 20 5.000.000 100.000.000 Technology LED screen 40.000.000 40.000.000 LED light & sound - 60.000.000 Reward Reward for the excellent staff First class Second class 5.000.000 Third class 3.000.000 10.000.000 2.000.000 Reward for lucky draw 4.000.000 20.000.000 Dance team 5.000.000 5.000.000 Flowers 250.000 750.000 Decoration - - 20.000.000 Cost contingency TOTAL 40.000.000 348.526.000 12 CONFERENCE ORGANIZING: MISSION FIGURE CURATOR Welcome Receptionist Attendance HR staff Operating Deputy of representative office Record Administration staff & Secretary Logistics 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 series) • Schedule 13 DATE TIME MORNING TIME 7:00 27/10/2020 AFTERNOON Depart for Singapore at Tan Son Nhat Airport Arrive in Singapore at 10:00 Singapore Changi International Airport Meet partner and sign a 28/10/2020 8:00 contract Place: TWG Tea in Marina Bay Sands Introduce fashion products 2:00 Place: Meeting place company of partner Comeback Vietnam 29/10/2020 Depart for Vietnam at 6:00 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 14 - Travel document - Insurance LOGISTICS: • Transportation: - The information of flight: FLIGHT DATE DEPARTMENT NUMBER ARRIVAL DEPARTURE ARRIVAL TIME TIME 27/10/2020 SQ171 Ho Chi Minh Singapore 7:00 pm 10:00 pm 29/10/2020 SQ178 Singapore Ho Chi Minh 6:00 pm 9:00 pm - 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 Flight ticket Round trip flight ticket FIGURE UNIT PRICE TOTAL AMOUNT 2.957.000 5.914.000 2.957.000 5.914.000 12.443.000 12.443.000 Hotel Premier room 15 for CEO Deluxe room for Secretary Car: BMW series 10.672.000 10.672.000 12.369.578 12.369.578 TOTAL 47.312.578 OTHER: MISSION CURATOR BEFORE THE TRIP Make an amouncement of the business Administration Staff Arrange the work Secretary Cancel and re-book appointment Secretary Plan a business trip Administration Staff Document preparation Administration Staff Book flight ticket Administration Staff Book a hotel Administration Staff Book car rental service Administration Staff DURING THE TRIP Keep in touch with the Director Secretary AFTER THE TRIP Summarize all the activities happened in the Administration Staff and Secretary company during the business trip Receive and store all the papers documents Administration Staff from the trip 16 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 17 MEMBER PERFORMANCE REVIEW Mark (%) Thai Nguyen Van Anh Tran Thi Duyen Nguyen Thi Ngoc Mai Duong Thanh Truc Bui Ha Phuong Vy Nguyen Khanh Vy 100 100 100 100 100 100 Comments of teacher: 18 ... 6:45 pm – 7:00 pm MC open the program and express the reason of the party Addressing of Deputy director speak in her capacity as management committee management committee representative Honor for... Representative Office Deputy Of Representative Office HR Supervisor HR Officer Administration Supervisor Administration Officer Techical Supervisor Technical Officer Logistics Driver Security Receptionist... people and they have duties to welcome guests , take care of visitor, guide visitor, and security • Security Employees: their function is to protect the agency, keep order, prevent fraudsters from