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

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
1


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

2


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.
3


* 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:

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

4


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 technologyrelated 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:

5


2.1.Scientific in the administrative office management

6


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 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
7


-

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 

8


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

- 6 pm – 9 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.

9


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

1

Back drop

1

550.000

550.000

Cover

1

256.000

256.000

Standee

2

150.000

300.000

Invitation

100

5.000

500.000

Envelope

100

7.000

700.000

3

90.000

270.000

-

-

200.000

Certificate of satisfactory
progress
Paper for scripts & list

Venue
2

Premises / Space

1

50.000.000

50.000.000

Rounds

20

5.000.000

100.000.000

Technology
3

LED screen

1

40.000.000

40.000.000

LED light & sound

2

-

60.000.000

Reward
Reward for the excellent staff
4

First class
Second class

5.000.000
3

Third class

3.000.000

10.000.000

2.000.000

Reward for lucky draw

5

4.000.000

20.000.000

5

Dance team

1

5.000.000

5.000.000

6

Flowers

3

250.000

750.000

7

Decoration

-

-

20.000.000

8

Cost contingency

TOTAL

40.000.000

348.526.000

12

CONFERENCE ORGANIZING:
MISSION

FIGURE

CURATOR

Welcome

2

Receptionist

Attendance

1

HR staff

Operating

1

Deputy of representative office

Record

1

Administration staff & Secretary

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
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
1

Round trip
flight ticket

2

FIGURE

UNIT PRICE

TOTAL
AMOUNT

2

2.957.000

5.914.000

2

2.957.000

5.914.000

1

12.443.000

12.443.000

Hotel
Premier room

15


for CEO
Deluxe room
for Secretary
3

Car:
BMW 3 series

1

10.672.000

10.672.000

1

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