Administrative Services

All activities within this area are executed in order to upscale the image of our clients. The proper execution of all front office services is a prerequisite for successful business.

Benefits:

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.

Package Content

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

Meeting Rooms Management & 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)

Postal Services

Circulation of daily mail

Mailroom operation

Ensuring internal courier mail

Key & Card Management

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)

Key management (management of key systems, distribution and key management, administration, transfer of key orders for new keys, master key)

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)

Management & Inventory of Property

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)

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)

Archive & Records Services

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

Printing & Copying Services

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)

Management of documents (printing and copying, laminating, binding, scanning and storing documents in electronic archives, hand shredding documents)

Supply Management

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)

The circulation of the stored commodities (food storage for the conference rooms, storage of hygiene materials, office supplies, spare parts storages, etc.)