Job description of the deputy chief of Aho. AXO: transcript. Head of Administrative Operations - professional responsibilities Head of Administrative Operations Education

Any organization must work as a single harmonious organism in order to achieve maximum results from its activities. In large and medium-sized companies, provide staff with workplace safety, comfort, and all the necessary Consumables must AXO.

This unit is created to control and ensure high performance the entire enterprise. Therefore, it is very important to have qualified administrative specialists economic department, capable of organically collaborating with all other departments.

What it is

AXO – administrative department. Created in all companies with more than 100 employees. Large companies (corporations) have internal divisions in the department.

They are responsible for effective work of each employee of the organization: calculate quantities and purchase consumables, are responsible for order, cleanliness of premises and on-site, ensure safety and comfort of workplaces.

There are the following divisions of the ACS:

• social and household;
• material and resource;
• planned and calculated.

When applying for a job at ACS, the following are welcome: quality, such as efficiency, stress resistance, leadership skills, organizational experience, the ability to quickly find several alternative ways solutions to one issue, decency, honesty.

Pass through the economic department large sums of money. That is why it is so important that candidates for any of the positions in the department meet all the requirements.

Why is the department created?

In small enterprises, all economic functions are assigned to the director or chief. He can also entrust the solution of emerging issues to a secretary or office manager.

A full-fledged administrative management organization is already organized in larger companies. He is able to create all favorable conditions for work. But one person cannot cope with all the issues, so the head of the administrative and economic department is subordinate to the whole team: software engineers maintenance, economists, security guards, cleaners, cloakroom attendants, couriers, forwarders, drivers and others.

AO specialists depend on the specifics of the company, type of activity, territorial location, size.

The department is created to solve next tasks:

• purchase, storage, issuance of various items and valuables necessary for the work of all company employees;
• repair of premises, property damage;
• compliance with standards, fire safety rules, monitoring the implementation of all recommendations;
• material responsibility for the company's values;
• search for companies providing all utilities;
• conclusion of contracts for the provision of wired telephone communication, cellular communications, Internet, utilities;
• providing company employees with all the necessary values ​​for effective work;
• monitoring the condition of the premises, eliminating all problems - timely repairs, engineering works, cleaning offices;
• organization of comfortable conditions for employees’ rest, provided for by the legislation of the Russian Federation;
• control over the security of the building, premises, employees

General provisions

Any enterprise has regulations on the administrative department. In part, it may vary slightly depending on the type of activity of the company and size. But many provisions are standard, the same in all companies. Here are some of them.

1. The Regulations determine the basis for the structuring of the Administration, functions, rights, tasks, responsibilities, purpose, goals, instructions.
2. AO carries out and organizes the administrative and economic support of the company, and also resolves all material and technical issues.
3. The department is an independent division. Reports to the director or his deputy.
4. All work must be fully guided by laws and government regulations Russian Federation/ President of the Russian Federation / Constitution of the Russian Federation.
5. The department is obliged to comply with acts, rules for economic maintenance, know the standards for the maintenance and operation of the premises, the entire building, carry out repairs on time, monitor the condition technical equipment, follow fire safety techniques, monitor compliance with sanitary and anti-epidemic regimes.
6. The qualification requirements for the head of the administration and other employees, their rights, functions, and responsibilities are specified in the job descriptions, which are approved by the head of the enterprise.
7. The AO, within its competence, interacts with all departments and divisions of the company/company/enterprise. Also, if necessary, carries out its work by collaborating with third-party organizations and their divisions.
8. For failure to comply with job descriptions, absence labor discipline any employee may be fined by his immediate supervisor, or measures may be taken against him as provided for by the legislation of the Russian Federation.
9. The administrative and economic department must have a boss with a high degree of professionalism and organizational skills. Experience, education, and other requirements are determined by the head of the organization.

Details on the head of the ACS are presented in the video.

Job responsibilities

Responsible for the economic support of the organization huge team of specialists. The staffing level depends on the type of activity. On average, a company with 1,000 employees or more requires at least 15 AO specialists. According to professional level they are divided into three levels:

1. Technician, carpenter, electrician, plumber, cleaner, wardrobe attendant, driver, power engineer, secretary, specialist, engineer.
2. Leading Specialist, Chief Engineer, Head of Administrative Operations, Administrator.
3. Head of the enterprise, deputy director, head of chemical and chemical reaction, technical director.

The main person of the department is boss(depending on the activity of the enterprise, its size, this may be the chief engineer, administrator or leading specialist). Leadership position occupied by a person with experience.

Experience - at least 5 years. He reports to the general director or his deputy. The boss must have special knowledge to decide critical issues. He has the right to sign documents and represents the interests of the immediate director of the company.

The head of the administrative office should always be aware of:

• The Labor Code of the Russian Federation and the exact internal regulations of the organization;
• all structural divisions, features of their mutual cooperation;
• labor safety standards and regulations;
• all acts, orders, instructions, resolutions of senior management relating to the conduct of administrative and economic services;
• rules of team management, work organization;
• the boss must have at least minimal knowledge of economics, management, and financial reporting;
• know the procedure and deadlines for preparing reports and maintaining time sheets;
• operation and maintenance of organizational and computer equipment;
• skills business communication, drawing up contractual documentation;
• procurement procedure, place and quantity of purchased inventory and equipment for the company;
• have knowledge about the history of the organization and development prospects.

The head of the administration himself has the right to determine the penalties for his employees, distribute vacations, and give permission to leave the workplace in the event of unforeseen circumstances. He also fully controls the execution of all assigned tasks, attracts contractors, controls the purchase of equipment, develops repair plans and much more.

Job responsibilities of the head of the administrative and maintenance department:

1. Monitors the work of employees, distributes responsibilities between them, and monitors the implementation of all job descriptions.
2. Conducts recruitment of personnel for the administrative and economic department.
3. Monitors the operation of technical equipment - elevators, ventilation systems, lighting fixtures.
4. Organizes plans and work for the renovation of interior spaces and the entire building. Supervises territory improvement activities. This applies to both the constant care of the yard and corridors, as well as decoration during holidays and important events.
5. Controls the preparation of necessary documents for the provision of services from third party organizations on maintenance. The boss signs contracts, maintains financial records, and monitors their preparation.
6. Responsible for the distribution, purchase, storage, integrity of work equipment and technical equipment.
7. Ensures rational distribution of the allocated budget and planning of expenses for the technical needs of the organization.
8. Updating, implementation, distribution of new means of communication, fire protection items, organizational equipment, work equipment.

On the shoulders of the boss responsibility for the complex mechanism of operation of a huge building (or several). It ensures the comfort of all employees. This concerns the provision of the workplace itself, quick access to it, all the little things for effective result, cleanliness and order in all areas of the building, aesthetic renovation around, bright lighting, warmth in the cold season. Any malfunctions of the equipment must be dealt with by AO staff.

A specialist – engineer/administrator/boss has the right:

• request information from other departments regarding issues of an administrative and economic nature;
• punish employees for violations and report this to senior management;
• take initiative in improving the organization’s performance in the field of technical and administrative services;
• to comply with all rules and regulations, require management to provide the necessary conditions;
• evaluate the quality of work of your subordinates.

Rights, functions and responsibilities

AXO provides vital activity of all other departments. Every company has its own characteristics. But the functions of specialists in the administrative and economic department are almost the same everywhere. Namely:

• ensuring large purchases of any equipment;
• purchase, distribution of stationery;
• supplying all employees with office equipment, household items, furniture;
• prompt action to repair equipment, prevent breakdowns;
• maintaining document flow, databases, technical files;
• cleaning, repair, decoration of premises;
• landscaping of street areas;
• company catering;
• organization of timely transport movement;
• organization of recreation areas, smoking breaks, corporate events;
• interaction with landlords, suppliers, and other third-party companies;
• organization of electrical supply, control over the heating system;
• compliance with sanitary and fire safety standards;
• recruitment of employees, evaluation of their work;
• internal informing of personnel about new acts, introductions, and events.

In many organizations it is customary to conduct planning meetings. They can be daily, weekly or monthly. On them, the boss conveys new information to his employees, distributes instructions, and sets tasks. The latter can be both global and small, arising spontaneously.

All employees, and first of all the head of the administration, have a number of obligations:

• fulfill the goals and objectives set by senior management;
• conduct all necessary documentation, fill out time sheets, forms, estimates, calculations;
• be prepared to quickly resolve any situation;
• use material goods and human resources for their intended purpose and rationally;
• comply with all job responsibilities, sanitary and fire safety rules of the entire organization;
• provide reports and statistical information to superiors on time;
• perform your work professionally, efficiently, on time.

AHO has the right to request at any time background information from any department, propose ideas for improving work, participate in meetings and planning sessions on all administrative and economic issues.

Collaboration with other departments

High-quality implementation of all tasks and functions is impossible without interaction with all departments and divisions of the organization. Each ACS employee is required to build working relationships with colleagues.

The most common thing in the work of the department is receiving applications from other structures. For example, if a light bulb burns out in any of the offices, the boss will immediately assign the task to an electrician. If the phone is not working, he will send a free technician to call.

There can be hundreds of examples. Everything is connected to each other in one way or another. AXO often refers to the following divisions:

1. Accounting– the closest cooperation with this department is due to the fact that the Administrative Office is required to report on all expenses for the acquisition of material assets and equipment. Copies of contracts with lessors, suppliers, and contractors are provided.
2. Production Department– provides equipment for the organization, and the administration already exercises control over the equipment.
3. Legal– helps to ensure the necessary conditions for concluding contracts, monitor compliance with all norms and rules of the Legislation of the Russian Federation.
4. Purchasing department– conducts tenders if necessary, analyzes the supplier market, helps to choose the most favorable conditions.
5. Planning and economic– distributes wages, award bonuses and vacation pay. The head of the administrative office, together with them, regulates the salaries of his subordinates depending on the work performed and the degree of workload.
6. Human Resources Department– establishes the staffing schedule, notifies about business trips.

AHO is responsible for the provision, delivery, and safety of material assets necessary for work. In addition, the department controls the order, repair of the premises of the building and courtyard area, creates comfortable conditions for every employee of the organization.

The implementation of hundreds of tasks and functions assigned to a business unit is impossible without coherence not only within the unit itself, but also without a close relationship between all structures of the company.

Must monitor compliance with instructions, rules, orders of the administrative and economic department boss/administrator/lead engineer. This person must have leadership qualities, high professionalism, have management skills, knowledge of economics, be honest, responsible, attentive.

Video conference on automation of AHO activities is below.

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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 at 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. Provision necessary protection 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 department and his entire team is determined by the job description of the Administrative Office 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 general director 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 provision of necessary for the organization 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 rules 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. Enterprises usually supply equipment and various materials for the production of finished products. However, the administrative and economic department ensures the functioning of the purchased means of labor. Its specialists monitor the uninterrupted supply of water and heat. AHO employees are also responsible for cleaning production areas.

2. Employees of these structures are in constant contact with each other. IN legal department The contracts that the head of the administrative organization plans to conclude are subject to verification and approval. 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 of at least 2 years or secondary vocational education and work experience in the specialty of at least 5 years.

1.3. The head of the administrative office must know:
- resolutions, instructions, orders, other governing and regulations higher authorities related 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 technology;
- 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 the 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 the preparation of the 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 divisions 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 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 enterprise - within the limits established by the current labor and civil legislation of the Russian Federation.

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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 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, 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 technology;
- 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 deputy head of the administrative maintenance department and dismissal from office are made by order of the general director upon the recommendation of the head of the administrative maintenance 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 Operations 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 the improper performance of the duties assigned to him.

2. Job responsibilities

Deputy 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. 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 Administrative Operations Department, draws up Required 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 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 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 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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