AXO: transcript. Head of Administrative Operations - Professional Responsibilities

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Every person who has had work experience understands how important it is when a company properly maintains its operations and ensures the safety of its employees. Let's find out which employees should be included in the company's staff in order to make their stay in it comfortable.

Why is AHO created?

First, let us explain that the Administration and Management Department is an administrative and economic department. Typically, such structural units are created at large enterprises with a branched structure economic activity. In small companies, the functions of an entire department can be performed by one person. The main function of the employees of this department is to competently organize administrative and economic activities, minimizing the company’s costs of ensuring its livelihoods and creating comfortable conditions for staying in the workplace.

Department structure

As mentioned above, an administrative maintenance officer is a position that is more typical for a large organization, where an independent structural unit is formed and a regulation on administrative maintenance is created.

In multi-thousand holdings, areas and groups can be allocated within the framework of the administrative management organization.

So, within the department we can distinguish sectors:

1. Planning and accounting, the main task of which is to plan expenses and determine their feasibility.

2. Material and resource - carries out consumables.

3. Social security - creates conditions for a comfortable existence of company employees.

Main tasks of the department

This department is faced with quite a lot of tasks; in a large organization you can rarely hear the question: “ AHO specialist - who is this?”

It is clear to all team members that the department’s employees deal with important issues, the solution of which contributes to the effective operation of the enterprise:

Administrative and economic department. Functions

Due to the fact that the tasks facing this structural unit can be very diverse, but are somehow related to providing economic services at the appropriate level, the following functions can be outlined:

• ensuring appropriate maintenance of the premises of the enterprise;
• monitoring the proper operation of equipment;
• reconstruction planning, ;
• carrying out scheduled repairs, their control and acceptance;
• improvement of the building and its facade, landscaping;
• expenses;
• preparation of all necessary documentation;
• security office employees everything necessary for effective work.

Based on this, we can conclude that work in administrative maintenance requires compliance with a large number of norms and rules and is inextricably linked with a high degree of responsibility for the execution of work.

About rights

Now let's talk about what rights he has AHO specialist (who is this - we have already decided). This paragraph will also indicate who is responsible for the performance of duties by department employees.

As one might expect, this clause includes everything related to monitoring compliance with various standards and requirements for preserving the company’s property, which is in operational use.

The department can also monitor the proper storage of property in the warehouse and require reports on the use of office supplies.

Of course, the right of this structural unit is to represent the interests of the company in interaction with various institutions (repair, construction organizations) if necessary to resolve issues within his area of ​​responsibility.

Based on the results of the inspections, the head of the administration may initiate, through management, the issuance of an order to impose disciplinary action for damage to property.

About interaction

AHO specialist (who is this?manager or ordinary employee, it does not matter) when performing their work in mandatory builds professional relationships with colleagues from other departments. This is necessary for high-quality performance of functions.

From other employees structural divisions administrative worker economic department receives requests for the purchase of things necessary for work (office equipment, stationery etc.), as well as reports on property damage, written explanations about the causes of breakdowns.

The AO not only controls other departments regarding the execution of the range of issues entrusted to it, but also draws up plans for carrying out repairs on the premises based on the standards provided by the financial and accounting services.

In addition, the structural unit interacts with the personnel administration department (request staffing table, obtaining information about employee business trips) and the legal department (requesting consulting assistance in drawing up contracts).

About responsibility

Now it is necessary to touch upon the area of ​​responsibility that bears AHO specialist. Whoever decides to control it is must know that the head of the administrative and economic department is fully responsible for the performance of functions.

His responsibilities include, among other things, organizing the work of employees of the structural unit entrusted to him. The manager ensures high-quality and timely preparation of documentation and document management. It is the head of the administrative and maintenance department who is responsible for the execution of production discipline by employees. The area of ​​responsibility of other employees of the economic department is determined by job descriptions, which will be briefly discussed in this article.

Job description of the head of the administrative and maintenance department

Employees who are not involved in maintaining personnel document flow are unlikely to think that the designated instructions must meet certain requirements.

Nevertheless, it is so. The document must necessarily contain an indication of the qualifications of the head of the department and work experience requirements. As a rule, specialists with higher education(in our case, education can be technical or economic), work experience (at least three years as a specialist, 1-2 years as a manager).

The head of the department needs to know all local regulations, orders for the organization that regulate its activities, and also be a guide to the corporate culture adopted in the company.

Any job description, whether for a manager, an administrative maintenance engineer or another employee, must include requirements for knowledge of occupational safety and health and fire safety standards and regulations.

The document must also contain information about who is the employee’s immediate superior and who replaces him during illness.

The responsibilities of the position “Chief of Administrative Operations” largely overlap with the functions of the department, which is not surprising. Nevertheless, let's designate them:

• security quality service and compliance with the norms and regulations of SNiP for the condition of the building and internal premises;
• drawing up estimates, planning repair work;
• provision of company employees necessary furniture, equipment, inventory, keeping records of them throughout the enterprise, organizing the rational use of materials;
• management of territory improvement works;
• organizing services at the appropriate level for meetings, conferences and other events;
• management of employees of the department entrusted to him.

Information about rights is also required in the job description. Here we should talk about submitting service improvement projects to management for consideration, familiarizing themselves with the documents regulating the company’s activities, and informing management about shortcomings in business activities. As part of employee management, an official can make proposals for rewarding/punishing his specialists.

The responsibility section includes information about the need to properly perform your duties and take care of the employer's property.

Other positions in the department

The structure of the ACS presupposes the existence of a fairly large number of employees: these can be engineers, specialists, and assistants.

Depending on how complex the organization is, there may be leading, senior, junior specialists, and assistants. The job description is, of course, in in this case is prescribed directly for a specific position and organization, and implies a clear division of areas of responsibility.

Separately, it should be said about the responsibilities of such employees as a janitor, a cleaning lady, who are involved in bringing the territory and premises into proper condition. Their work is not particularly difficult, but also comes with a certain degree of responsibility.

From all of the above, we can conclude that the work of ACS employees consists of competent planning and providing employees with resources. At the same time, specialists should not allow overspending and the occurrence of emergency situations.

Thus, working in an administrative office involves no less responsibility than in other positions.

1. General Provisions

1.1. The deputy head of the administrative office belongs to the category of managers.

1.2. Qualification requirements:
Higher professional education, without presenting requirements for work experience or secondary vocational education and work experience in the specialty of at least 3 years.

1.3. The Deputy Head of the Administration and Maintenance Department must know:
- resolutions, instructions, orders, other governing and regulations higher authorities relating to administrative and economic services;
- structure of the enterprise and prospects for its development;
- procedure for maintaining time sheets;
- means of communication, computing and organizational equipment;
- procedure and deadlines for reporting;
- means of mechanization of manual labor;
- the procedure for purchasing equipment, furniture, inventory, office supplies and processing payments for services;
- basics of economics, labor organization, production and management;
- labor legislation;
- internal rules labor regulations;
- labor protection rules and regulations.

1.4. Appointment to the position of deputy head of the administrative maintenance department and dismissal from office are made by order general director on the recommendation of the head of the Administrative Operations Department.

1.5. The Deputy Head of Administrative Operations Subordinates to the Head of Administrative Operations.

1.6. To ensure his activities, the Deputy Head of the Administration and Management Department is given the right to sign organizational and administrative documents of the Company on issues included in his functional responsibilities.

1.5. During the absence of the head of the administrative office (business trip, vacation, illness, etc.), his duties are performed by a person appointed to in the prescribed manner. This person acquires the corresponding rights and bears responsibility for improper performance of the duties assigned to him.

2. Job responsibilities

Deputy Head of Administrative Operations:

2.1. Provides housekeeping and proper condition in accordance with the rules and regulations of industrial sanitation and fire protection buildings and premises in which the enterprise's divisions are located, as well as monitoring the serviceability of equipment (elevators, lighting, heating systems, ventilation, etc.).

2.2. Participates in the development of plans for current and major repairs of fixed assets (buildings, water supply systems, air pipelines and other structures), and in the preparation of estimates of business expenses.

2.3. Participates in the repair of premises, together with the head of the administrative office, monitors the quality of repair work.

2.4. Participates in providing the enterprise with means of mechanization of engineering and management work, monitors their safety and timely repairs.

2.5. On behalf of the head of the administration, draws up the necessary documents for concluding contracts for the provision of services.

2.6. Controls the rational use of materials and funds allocated for economic purposes.

2.7. On behalf of the head of the Administration and Maintenance Department, he manages the landscaping, landscaping and cleaning of the territory, and the festive decoration of building facades and entrances.

2.8. Participates in the management of meetings, conferences, seminars and other events.

2.9. Ensures the implementation of fire prevention measures and maintenance of fire equipment in good condition.

2.10. Takes measures to introduce communications, computing and organizational technology.

2.11. In the absence of the Administrative Operations Manager, he supervises the Administrative Operations Workers and performs other duties of the Administrative Operations Manager.

3. Rights

The Deputy Head of Administrative Operations has the right:

3.1. Request and receive from structural units information, reference and other materials necessary to perform the duties provided for in this Job Description.

3.2. Take measures when discovering disciplinary violations of subordinate employees and report these violations to the head of the enterprise to bring the perpetrators to justice.

3.3. In agreement with the head of the enterprise, attract experts and specialists in the field of administrative and economic activities for consultations, preparation of opinions, recommendations and proposals.

3.4. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance job responsibilities.

3.5. Submit proposals for improvement of work related to the responsibilities provided for in these Instructions for consideration by management.

3.6. Require the management of the enterprise to provide organizational and technical conditions and prepare the established documents necessary for the performance of official duties.

4. Responsibility

The Deputy Head of the Administration and Maintenance Department is responsible for:

4.1. For improper performance or failure to fulfill one’s official duties as provided for in this Job Description, within the limits established by the current labor legislation Russian Federation.

4.2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage enterprise - within the limits established by the current labor and civil legislation of the Russian Federation.

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Almost every large enterprise with more than 100 employees has an ACS. The meaning of this abbreviation is administrative and economic department. This service Performs many functions in the company that are very important for ensuring the normal functioning of the company. The coordinated work of the employees of the Administration itself and its interaction with other departments are necessary for the prosperity of any organization.

The need for ACS

In small enterprises with a small number of employees and the volume of products produced or work performed, the functions of administrative management employees can be performed by secretaries and office managers. Medium-sized organizations also usually do not require the ACS service, the decoding of which is known to any student of the Faculty of Economics. At these enterprises, all issues related to ensuring the normal operation of the company are carried out by the supply manager. A full-fledged administrative and economic department exists only in large enterprises, where the number of employees is so high that one person simply cannot ensure the functioning of all departments in normal mode.

Functions of the unit

ACS performs many functions. The decoding of this abbreviation indicates the main issues that are within the competence of the department’s employees. They solve various economic problems, i.e., ensure the functioning of all other departments of the company. The employees of the administrative and economic department are in charge of:

1. Timely provision of the company with various material assets used for the work of the organization’s employees.

2. Organization of storage, issuance and accounting of various valuables acquired for the needs of the enterprise.

3. Organization of full maintenance of all company premises, control over the implementation of this maintenance, elimination of deficiencies.

4. Search for organizations and conclude agreements with them for the provision of utilities, service electrical networks, communication networks.

5. Timely repair of company premises and various property.

6. Monitoring compliance with fire safety rules.

7. Ensuring the necessary protection of company property.

8. Providing material and technical needs during meetings and meetings of delegations of other companies for negotiations.

9. Organization of favorable conditions for work and rest for employees provided for by law.

10. for received goods and materials.

Some of the listed functions may be assigned to other departments or performed jointly with them. For example, protecting property and order in an organization may be the responsibility of the security service.

Department structure

The department is headed by the head of the administration. As a rule, he has a deputy who takes control of the execution of part of the work and also replaces the boss during his absence. There are several more employees subordinate to them. An ordinary AO specialist may be responsible for a specific area of ​​the company’s activities, or he may simultaneously solve several problems together with his colleagues. The list of functions of both the head of the calving and his entire team is determined by the job description of the Administration for each of the employees.

Head of Administrative Operations

The head of the administrative office bears full responsibility for the performance of the functions of the department. The decoding of this abbreviation is found in many orders of the general director of the company, since the division is assigned an extensive list of responsibilities. The head of the administrative and economic department must not only organize its work, but also monitor the implementation of all instructions given to employees.

Manager's powers

The head of the administration usually reports to the general director of the organization and has big amount powers that allow him to carry out instructions from the head of the company. In many organizations, he can, acting on behalf of the general director, independently resolve the following issues:

1. Conclude contracts for the supply of material assets and the provision of necessary organization of work with various third-party companies. The choice of these companies and the terms of cooperation are entirely under the control of the head of the administrative office.

2. Distribute job responsibilities between employees within their department and in accordance with the labor regulations adopted in the organization and job descriptions of employees.

3. Conduct personnel selection for the administrative and economic department, evaluate the quality of work of your employees.

Material liability

Employees of the AHO (this abbreviation means administrative and economic department), including the head of the department, bear financial liability for valuables transferred to them for temporary storage or cash. Despite the fact that most payments to suppliers are now carried out by bank transfer, specialists can receive quite large sums for the purchase various materials. If the enterprise has a warehouse in which items necessary for the organization’s activities are stored, then the administrative management employees who have access to it and are responsible for issuing valuables to other employees of the enterprise bear financial responsibility for it.

Collaboration with other departments

Almost all employees of various departments of a large organization have at least once encountered the abbreviation AHO, the decoding of which is familiar to everyone. Each structural unit of the company is associated with certain aspects of its activities:

1. Production Department. Supply of equipment and various materials for production finished products usually deals with enterprises. However, the administrative and economic department ensures the functioning of the purchased means of labor. Its specialists monitor uninterrupted supply for water and heat. AHO employees are also responsible for cleaning production areas.

2. Employees of these structures are in constant contact with each other. The legal department receives for review and approval the contracts that the head of the administrative management company plans to conclude. In turn, employees of the economic department provide normal working conditions for legal service specialists.

3. Accounting. AHO employees report to accounting employees for funds issued to them for the purchase of material assets or payment for contractors’ services.

1. General Provisions

1.1. The head of the administrative office belongs to the category of managers.

1.2. Qualification requirements:
Higher professional education and work experience in the specialty for at least 2 years or secondary vocational education and work experience in the specialty for at least 5 years.

1.3. The head of the administrative office must know:
- resolutions, orders, orders, other governing and regulatory documents of higher authorities relating to administrative and economic services;
- structure of the enterprise and prospects for its development;
- procedure for maintaining time sheets;
- means of communication, computing and organizational equipment;
- procedure and deadlines for reporting;
- means of mechanization of manual labor;
- the procedure for purchasing equipment, furniture, inventory, office supplies and processing payments for services;
- basics of economics, labor organization, production and management;
- labor legislation;
- internal labor regulations;
- labor protection rules and regulations.

1.4. Appointment to the position of the head of the administrative office and dismissal from the position are made by order of the general director.

1.5. The head of the administrative office reports directly to the general director.

1.6. To ensure his activities, the head of the administrative and administrative organization is given the right to sign organizational and administrative documents of the Company on issues included in his functional responsibilities.

1.5. During the absence of the head of the administrative office (business trip, vacation, illness, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the corresponding rights and bears responsibility for improper performance of the duties assigned to him.

2. Job responsibilities

Head of Administrative Operations:

2.1. Provides economic maintenance and proper condition in accordance with the rules and regulations of industrial sanitation and fire protection of buildings and premises in which the divisions of the enterprise are located, as well as monitoring the serviceability of equipment (elevators, lighting, heating systems, ventilation, etc.).

2.2. Participates in the development of plans for current and major repairs of fixed assets (buildings, water supply systems, air pipelines and other structures), and in the preparation of estimates of business expenses.

2.3. Organizes repairs of premises, monitors the quality of repair work.

2.4. Provides enterprise divisions with means of mechanization of engineering and management work, monitors their safety and timely repairs.

2.5. Organizes registration necessary documents for concluding contracts for the provision of services, receiving and storing the necessary household materials, equipment and inventory, providing them to structural units, as well as keeping records of their expenditure and drawing up established reporting.

2.6. Controls the rational use of materials and funds allocated for economic purposes.

2.7. Supervises landscaping, landscaping and cleaning of the territory, festive decoration of building facades and entrances.

2.8. Organizes business services for meetings, conferences, seminars and other events.

2.9. Ensures the implementation of fire prevention measures and maintenance of fire equipment in good condition.

2.10. Takes measures to introduce communications, computing and organizational technology.

2.11. Manages AHO employees.

3. Rights

The head of the administrative office has the right:

3.1. Request and receive from structural units information, reference and other materials necessary to perform the duties provided for in this Job Description.

3.2. Take measures when discovering disciplinary violations of subordinate employees and report these violations to the head of the enterprise to bring the perpetrators to justice.

3.3. In agreement with the head of the enterprise, attract experts and specialists in the field of administrative and economic activities for consultations, preparation of opinions, recommendations and proposals.

3.4. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.

3.5. Submit proposals for improvement of work related to the responsibilities provided for in these Instructions for consideration by management.

3.6. Require the management of the enterprise to provide organizational and technical conditions and prepare the established documents necessary for the performance of official duties.

4. Responsibility

The head of the administrative office is responsible for:

4.1. For improper performance or failure to fulfill one’s official duties as provided for in this Job Description, within the limits established by the current labor legislation of the Russian Federation.

4.2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage to the enterprise - within the limits established by the current labor and civil legislation of the Russian Federation.

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