Administrative Services

Administrativní služby

Motto: A hospitable, nice and professional receptionist or assistant – this is 50% of a positive impression for you and your clients. We are aware of this!

Great first impression – your reception and filing room is never left without trained personnel. In the case of illness, vacation or unpaid leave of your regular staff, we are always able to send a qualified replacement from our team of reliable and trained workers.
 Well-fitted clothing – our receptionists are always dressed in presentable clothing.
Perfect representation – all our administrative personnel receive training in communication and professional behavior. Our staff is randomly checked by a „mystery guest“ visit at least twice a year.

Reception desk operation  (3 levels of staff quality)

  • A standard – high class facilities (the quality of top cabin crew)
    – perfect English
    – knowledge of MS OFFICE
    – communicative
    – sophisticated
    – pleasant appearance
    – uniform dress, blouse, corporate accessories
  • B standard – front desk reception
    – communicative English
    – knowledge of MS OFFICE
    – reliability
    – pleasant appearance and demeanor
    – wardrobe is up to the worker
  • C standard – gatehouse, driveway entrances
    – knowledge of necessary basic English phrases
    – user knowledge of PC
    – reliability

Postal Services

  • circulation of daily mail
  • mailroom operation
  • ensuring internal courier mail

Fleet Services

  • deadline monitoring and coordination of warranty, service and technical inspections
  • ensuring washing and interior cleaning
  • minor maintenance (inspection and refill of the vehicle fluids)
  • tire changing and storage of tires
  • ensuring motorway tax stickers
  • preparation of the documents for insured event solution
  • pairing documents for fuel with journey logs
  • billing documents for the client’s cost centres
  • data processing for deductions of private mileage and the handover to the accounting department
  • operation of the reservation system of reference vehicles for authorised persons of the client
  • evaluation of costs (use of cars operated by individual departments  of the client)

Archive and Records Services

  • running a business registry (Registry management space, archival
    storage units, management of electronic records, records of retention periods, ensuring shredding of documentation)

Meeting rooms management and maintenance

  • professional service in the meeting rooms (preparation of drinks and snacks, distribution of ordered food, cleaning tables and washing dishes)
  • operation of the reservation systems for managing meeting rooms (reservations, registration of guests, ordering conference materials)
  • administration and provision of equipment (audio-video, data projectors, whiteboards, flipcharts etc.).
  • inventory management (ordering supplies for kitchens, monitoring consumption of food and beverages)

Key and card management

  • key management (management of key systems, distribution and key management, administration, transfer of key orders for new keys, master key)
  • card management (ordering and issuing access cards, ensuring entry permits, issuing cards based on permission and writing them off after returning, tracking expired validity of the cards, administration of fines for lost cards)

Management and inventory of property

  • asset management (asset management accounting, processing of transfer notes for the transfer, sale and depreciation of property purchases and orders for new pieces of property, artworks database administration, providing inventory labels, asset identification labels)
  • property inventory (ensuring personnel for inventory committees, providing label readers and the necessary software, carrying out physical inventory, reading asset labels, processing paper and electronic versions of the inventory list, creating inventory reports, tracing back the missing property, pairing surplus with deficits)

Printing and copying services

  • management of documents (printing and copying, laminating, binding, scanning and storing documents in electronic archives, hand shredding documents)
  • management of printing and copying machines (refilling toner and paper, regular maintenance, ordering materials, service inspections and repairs of the copiers, selection and purchase of appropriate machinery)

Supply Management

  • the circulation of the stored commodities (food storage for the conference rooms, storage of hygiene materials, office supplies, spare parts storages, etc.).
  • operation of client’s storerooms/houses (client’s or OKIN’s software storage management system, administration of reception and dispatch of goods, physical material handling, material responsibility for client assets)

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Contact us

Contact form
  • Where can you find us?
  • Průmyslový park HARFA
    Poděbradská 540/26
    190 00 Praha 9

  • Other contacts
Komerční banka (CZ)

Czech Republic,
Société Générale group

  • FM and cleaning services for Prague and the South Bohemia region
  • OKIN already provided services for South Moravia
  • Cooperation with OKIN Facility started from 1st October 2015
  • Contract duration is set for 3 years with the option to extend the agreed terms for a further period
  • The network includes more than 150 branches
  • The total serviced area is 120 000 m²
  • OKIN’s current client Komerční banka issued a tender for a new FM & cleaning services provider due to the expiration of their old contract.
  • There were a few main reasons for OKIN‘s success in the tender:
    • Long term relationship with KB on all levels
    • Excellence in service delivery
    • OKIN’s ability to offer specially tailored solutions that exactly meet client‘s expectations in terms of organizational structure, management model, etc.
    • OKIN Facility offered the most innovative solutions compared to other participants
  • Technical maintenance of buildings
  • Mandatory checks (revisions)
  • Assets supervision and technical administration
  • EH&S services
  • Other administrative support applicable to the banking sector
    • Exterior cleaning
    • Interior cleaning
    • Delivery and refill of sanitary material
Mondelez (BG)
  • Two manufacturing plants – coffee and chocolate
  • 800 employees
  • 30.000 sq. m
  • Cooperation with OKIN Facility started in Feb. 2010
  • Small contract for cleaning services of the coffee plant was extended and currently we have IFM contract with an expiration date in 2017
  • Quality evaluation is assured by SLAs & KPIs
  • Mondelez had a number of suppliers for various FM services (approx. 30) + self-employed personnel
  • Too many people were allocated to managing all FM-related services
  • Over time introduction of new services (with financial benefit to the client)
  • OKIN introduced IFM scope in Mondelez factories in BG
  • Based on the IFM solution, Mondelez reduced the number of responsible people on their side
  • Technical management of buildings and equipment
  • Security Services
  • Landscaping and greenery care
  • Waste management
  • Laundry services
  • Catering services – as of Aug ‘15
  • Emergency service, mobile maintenance 24/7
  • Interior and exterior cleaning
  • Snow removal / winter service
  • Pest control
  • Occupational health and safety, fire protection
  • Internal mail service – as of Aug. ‘15
Stop Shop (SK)

IMMOFINANZ Services Slovensko, s.r.o.

  • Retail / Commercial parks
  • 6 Stop Shop locations
  • 31 942 sq. m of leasable area
  • 55 605 sq. m of parking area and greenery
  • Cooperation with OKIN FACILITY started on 1.1.2013
  • Contract is for 3 years with the option to extend the agreed terms for a further period
  • Quality evaluation is assured by SLA
  • No requirements for existing inventory system
  • No existing system for recording equipment and devices of individual properties
  • OKIN introduced integrated FM scope
  • OKIN provided successful consulting in the area of treatment of greenery
  • OKIN introduced PSI, Help Desk
  • Extending the number of properties after tender in 2015
  • Landscaping and greenery care
  • Technical management of buildings and equipment
  • Energy management, remote consumption monitoring
  • Waste management, environmental services
  • Occupational health and safety, fire protection
  • Interior and exterior cleaning
  • Snow removal / winter service
  • Emergency service, mobile maintenance 24/7
  • Security services including remote dispatching connection
Office Depot
Philip Morris
Leading financial institution (PL)
  • Worldwide leading company in banking segment
  • International contract through ECS and CBRE
  • Comprehensive cleaning, daily service, greenery services.
  • 4 offices in Wroclaw & 1 in Warsaw
  • Over 2000 employees
  • 35.000 sq. m
  • Cooperation with OKIN FACILITY started from 1st of January 2015
  • 55 of OKIN’s employees
  • Client was not aware of current practices of FM upmarket companies
  • Each of their 5 offices managed separately with no interactions & synergies
  • Unsatisfactory service delivery level
  • Local service provider with poor cleaning processes
  • Incorrect labor contracts avoiding statutory deductions
  • Lack of project leadership
  • Presentation of service solution applying OKIN‘s standards and merging them with required procedures
  • Deep analysis of all activities
  • Building project organization structure and communication model ensuring correct management practices
  • Project transition and process application
  • Measuring every single activity
  • Comprehensive management for all sites
  • Lowering total number of FTE enabling salaries to increase for cleaning personal
  • Motivation and productivity increase for the following services:
    • Office cleaning
    • Daily service
    • Window cleaning and deep cleaning
    • Confidential and non- confidential waste management
    • Greenery services
    • Additional technical maintenance of some devices