1. Housekeeping Daily Routine
- Floors
- Sweep and mop all floors before office hours to ensure cleanliness and prevent dust accumulation.
- Perform a second round of cleaning post-lunch to maintain hygiene throughout the day.
- Inspect floors periodically during the day and address any immediate cleaning needs, such as spills or stains.
- Washrooms
- Clean and sanitize washrooms at least three times daily (morning before office hours, post-lunch, and evening).
- Restock toiletries (soap, toilet paper, hand towels, and air fresheners) as required.
- Check the functionality of fixtures (taps, flush systems, hand dryers) and report any malfunctions immediately for prompt repair.
- Cafeteria
- Clean tables and floors after every meal service to maintain hygiene.
- Empty trash bins, replace liners, and sanitize high-touch areas.
- Restock consumables like tea, coffee, sugar, snacks, and ensure that the coffee machine and water dispensers are functional.
- Conference and Meeting Rooms
- Clean and organize rooms before each scheduled meeting.
- Arrange chairs, tables, and required materials (notepads, markers) as per meeting requirements.
- Test audio-visual equipment (projectors, microphones) before meetings and troubleshoot issues as necessary.
- After meetings, reset the room to its standard layout and remove any used materials or trash.
2. Security Service Daily Routine
- Inbound and Outbound Materials
- Maintain an up-to-date logbook for all incoming and outgoing materials.
- Verify delivery receipts and compare them with the purchase order or material request.
- Inspect outbound materials to ensure proper authorization and compliance with company policies.
- Perform random checks to prevent unauthorized movement of materials.
- Duty Rosters
- Prepare and distribute weekly duty rosters to the security team in advance.
- Conduct daily checks to ensure security personnel adhere to their assigned duties and shifts.
- Address absenteeism or delays promptly by redistributing duties or calling in reserve staff.
- Regularly review and update the duty roster to align with organizational needs.
3. Office Tasks
- Monitor and replenish office supplies such as stationery, printer cartridges, and cleaning materials.
- Coordinate repair and maintenance requests with approved vendors and ensure timely resolution.
- Supervise office equipment functionality (printers, computers, and telephones) and report malfunctions immediately.
- Ensure proper organization of office spaces to promote productivity and a professional appearance.
4. Vendor Management
- Maintain a detailed database of all approved vendors, including contact details, service agreements, and performance records.
- Ensure timely collection of invoices and bills from vendors.
- Conduct periodic vendor performance evaluations based on quality, timeliness, and cost-effectiveness.
- Establish clear communication channels with vendors to address any service-related issues promptly.
5. Payment Process
- Bill Collection and Verification
- Collect all invoices and bills from vendors and cross-check them against purchase orders or service agreements.
- Verify the accuracy of billed amounts and ensure they reflect delivered products or completed services.
- Transfer to Accounts Team
- Compile a detailed summary of verified bills, including relevant supporting documents (receipts, delivery notes).
- Submit the verified bills to the accounts team for processing within the specified timeline.
- Regularly follow up on payment statuses to ensure timely disbursement and maintain good vendor relations.
6. Travel Plan and Approvals
- Travel Plans by Employee Bands
- Band Option-1: Economy class tickets and shared accommodations in budget-friendly hotels.
- Band Option-2: Business class tickets and individual accommodations in mid-range or premium hotels.
- Approval Process
- Receive travel requests from employees, specifying purpose, dates, and destinations.
- Validate requests against the company’s travel policy and ensure alignment with budgetary guidelines.
- Obtain necessary approvals from department heads or senior management before proceeding.
- Coordinate with travel agencies or booking platforms to finalize tickets and accommodations.
- Share detailed itineraries and booking confirmations with employees well in advance.
7. Accommodation Plans
- Maintain an updated list of approved accommodations, categorized by location and employee band eligibility.
- Negotiate corporate rates with hotels and ensure agreements are up to date.
- Book accommodations based on employee requirements, ensuring comfort and adherence to budget.
- Provide employees with all necessary information, including check-in details and emergency contacts.
8. Vendor Management
- Identify and on-board new vendors based on operational needs and maintain a thorough vetting process.
- Conduct regular price comparisons and market research to ensure competitive pricing.
- Schedule regular meetings with vendors to review service performance and address concerns.
- Maintain a transparent communication policy to ensure mutual trust and accountability.