What is aho position. AXO: transcript. Head of Administrative Operations - Professional Responsibilities

Success awaits a company only with a first-class level of organization. It is necessary to properly resolve not only core issues, but also economic ones. The offices must be stocked with office supplies, the premises must be prepared for meetings, and the vehicles must be filled with fuel. Ultimately, this creates the preconditions for increasing the productivity of employees. The company's rear is covered.

AXO-shnik: functional responsibilities of a specialist

What exactly does the head of the economic department do? The list of requirements for a specialist is quite wide - a lot depends on the size of the company and the area in which it is represented. In general, he supervises leasing issues, is responsible for interaction with supervisory structures, and manages the work service personnel office or industrial premises. The responsibilities of the head of the administrative office include ensuring the functioning of the head office, purchasing furniture, office equipment, and consumables. The strong personal qualities of an employee applying for this vacancy should be communication skills, exactingness, stress resistance, and high self-organization.

Are recruiters looking for the company as the head of the administration?

Effective methods for searching for a manager economic department from managers allow you to quickly resolve “personnel shortages”. During the preliminary meeting, the client outlines a list of requirements. The staff of the recruitment agency is already looking for an applicant who best suits the stated criteria. Managers of the recruiting company select the most suitable applicants for the position, weed out random candidates, and conduct a preliminary conversation with those who have responded to the vacancy.

It is impossible to imagine an office without administrative workers: secretaries, clerks, clerical workers... Often employers think that administrative vacancies are easy to “fill.” But it should be borne in mind that the requirements for secretariat employees differ significantly: different professions require different experiences, knowledge, skills, personal qualities, provide various career opportunities.

State operatorscall-center calls potential clients with offers of goods or services. When visitors arrive at the office, they are greeted by receptionist. The office manager, while the visitor is waiting to be received, will offer him tea or coffee. And if at some point the flow of clients stops, then he cleans up the room for visitors, lays out magazines, and waters the flowers. At the same time, there is an employee administrative and economic department, who dispatches couriers and drivers and monitors the availability of office supplies. Every leader has personal secretary, and among senior managers - also personal assistants. To complete the picture, you can add PC operators filling out databases, printing all documentation, price lists; office workers those involved in preparing internal documentation and issuing certificates; clerks, maintaining documentation, performing accounting; and archivists. Well, if a company works with foreign clients or enters the international market, it also needs competent translators.

Finding a specialist who will ideally meet certain requirements is not easy. The responsibilities of the same positions in different organizations can vary significantly. For example, in a small company, a secretary often combines the duties of a receptionist, office manager, secretary-translator and assistant manager. A large organization, for example, may have an extensive administrative service, where each specialist is engaged in solving a fairly narrow range of tasks.

Call center employee

This is perhaps one of the lowest paid, but at the same time very popular positions of all office services. A call center employee must answer calls and call potential clients. Five working days a week from morning to evening, dialing number after number from a telephone directory or database, he hears the answer to a pre-prepared phrase: “Thanks, no need” - and this is in best case scenario. No matter what, you need to speak correctly, explain clearly, all information must be carefully recorded, systematized, and regularly reported to management. Not everyone can withstand such a load. In addition, for an employee holding this position, the following are important: personal qualities, as resistance to stress, patience, optimism, friendliness, he must have good diction, the ability to negotiate, expressive, literate speech, and most importantly, the gift of persuasion

Requirements

As a rule, the minimum requirements are: education at least secondary specialized, basic computer knowledge, no work experience possible. Among the personal qualities most often mentioned in advertisements are sociability and friendliness. Highly paid vacancies require special knowledge and proficiency in English. If we talk about age, the lower limit is often 20 years (many believe that young ambitious girls will not be able to do painstaking, monotonous work), the upper age limit is 40–55 years.

Reception secretary

Typically, the vacancy of a reception secretary (reception secretary) is opened by companies whose offices receive a large number of telephone calls or many visitors. Typically, a receptionist answers incoming calls, distributes and switches calls to company employee numbers, receives faxes, makes appointments for clients, escorts visitors or explains how to get to the desired room, in addition, receives and distributes mail, including email . Sometimes, with a large flow of both visitors and incoming calls, two girls are invited to the positions of reception secretary and telephone secretary; in some cases, the reception secretary performs additional functions, for example, office manager.

For many, the position of a receptionist secretary is the first step in their career, followed by assistant secretary, office manager, executive assistant, assistant manager or manager.

Requirements

For the receptionist great importance have external characteristics, charm, and culture of speech, which means that young (in 99% of cases - under 30 years old) girls with a pleasant appearance are invited to work. For offices where there are foreigners among visitors, knowledge of languages ​​is required. Education is at least secondary specialized (again, depending on the contingent of visitors). Having work experience is not one of the mandatory requirements for applicants, but is their competitive advantage. Among the personal qualities required are kindness, the ability to restrain one’s emotions, and patience. If your responsibilities include working with documents, then knowledge of the basics of office work and a computer at the user level is required.

Office Manager

The office manager is responsible for ensuring the functioning of the office. He coordinates the work of secretaries and other “junior” office employees, and can deal with issues of renting and repairing premises. IN small companies There is often only one office manager, but in large ones there are administrative and business departments, each employee of which has a narrow specialization, for example, he deals with ticket bookings and hotel reservations for management or controls a certain group of service providers for the office.

The profession of office manager opens up broad career horizons. Firstly, a successful office manager, if desired, can become, for example, an administrator of a large hotel or store. Secondly, he is an excellent communicator and can find his own expression as an HR manager (with the appropriate education, of course). Thirdly, he can become a manager’s assistant or a major economic figure, for example, the head of the supply department.

Requirements

Required requirements for an applicant for this position include: higher education, knowledge of English and work experience.

Secretary (referent secretary)

Secretary-assistant is the most in-demand profession among administrative personnel (45% of requests on the vacancy market). True, many applicants believe that this position does not require special training and professionalism; some imagine that secretarial work means making coffee and answering calls.

In fact, today the range of responsibilities of secretaries is much wider. Thus, 63% of employers require computer knowledge, a quarter - office management, 16% - English. Moreover, it is noted that in this case the “cost” of the employee increases by approximately $300.

The minimum offer for a secretary position in Moscow is 9,000 rubles. As a rule, it is mainly students and applicants who have lost time during admission who agree to such a salary. This requires general computer knowledge, ability to conduct telephone conversations and serve coffee. The maximum offer is 45,000 rubles. This is actually a secretary - assistant manager. To get this position, you need not only to be an excellent professional, but also to understand the specifics of your immediate boss’s business. As a rule, such secretaries are the right hand of the manager. They may receive a call at three in the morning and be asked to urgently send important documents or book a plane ticket.

Requirements

The list of requirements for secretaries and assistant secretaries is quite extensive: punctuality, discipline, organizational skills, attentiveness, accuracy, responsibility, goodwill, knowledge of etiquette, optimism, energy, high typing speed, ability to handle office equipment and mini-PBX, knowledge of 1C. The secretary must have a presentable appearance, competent speech and good diction. Three quarters of job advertisements contain age restrictions. The age range is quite wide – from 18 to 45 years. However, most vacancies are addressed to secretaries aged 20 to 30–35 years. Slightly more than half of employers give preference to women; for the rest, the gender of the secretary does not matter.

IN last years It has become important for employers that the secretary fits harmoniously into the style of the company. Applicants are already accustomed to the fact that in serious organizations, during an interview, the employer is interested not only in the professional knowledge of the applicant, but also in his horizons. Managers often ask non-standard questions to test the logic of thinking, test analytical skills and the ability to answer questions reasonably, and pay attention to the ability to make independent decisions and professional potential.

Personal assistant

This is the highest level of a secretarial career. In the Russian table of ranks, the position “personal assistant” appeared at the dawn of the 90s, when business actively borrowed and adapted Western models. Since then, the personal assistant has gone through a long journey of transformation, turning from a doll-like beauty who sat in the reception area and served, first of all, as the face of the company, into a proven professional, “ right hand"boss. But it is too early to talk about the flourishing of this profession in Russia: its popularity is relatively low. The universities that provide relevant specialized education can be counted on one hand. Personal assistants themselves often view their position only as a step in their career. As a result, today there is a shortage of qualified specialists on the Russian market.

The responsibilities of a personal assistant include planning the manager’s working day, conducting office work and business correspondence, visa support for the manager, and monitoring the execution of his orders. Often the assistant acts as a simultaneous interpreter during negotiations.

Requirements

In some companies, personal assistants perform part of the functions of a personnel manager and PR manager. Accordingly, a candidate for this position is required to have the ability to find contact with a manager, independence, and social maturity, which is why today many companies are raising the age limit for personal assistants to 35–40 years. One of the requirements for a personal assistant is psychological compatibility with the manager, willingness to work in irregular hours. The boss may work on weekends and holidays and stay late. A personal assistant has to work at the same pace, and not every candidate agrees to this.

PC operator

Some managers sometimes call PC operators typists in the old fashioned way, or, at best, typesetters. However, the difference between the requirements for a Soviet typist and a modern PC operator is quite significant, since for the first the main criteria for professionalism were typing speed and literacy, and today the ability to type text, even at high speed and without errors, is clearly not enough.

If an employee copes with all assigned responsibilities, it is possible that over time he will begin to advance in career ladder. Therefore, the profession of a PC operator can be considered to a certain extent as a starting one, because not everyone’s health will allow them to sit at a computer all their lives.

Requirements

In addition to accuracy, attentiveness, and diligence, employers highlight such requirements as work experience, higher or secondary special education, knowledge of the 1C program (this is in addition to the main computer programs - Word, Excel, MS Office, CorelDraw, Photoshop). At the same time, 74% of employers prefer to see women as PC operators. Additional requirements include knowledge of office work, primary accounting documents and English, good memory, ability to work in a team, high efficiency and good appearance. The most important personal qualities are attentiveness. Ability to learn, determination and resistance to stress are also valued.

Employers are quite liberal only in relation to the age of applicants, although the most popular age can be considered from 22 to 35 years. At the same time, the age corridor can be expanded to 18–50 years.

Head of Documentation Management Service (DOU)

Perhaps every office has this service or at least an employee responsible for documentation support for management. In small companies, all document management falls on the shoulders of one person, who sometimes combines this work with other administrative functions. In larger companies, the structure of the preschool educational institution includes a secretary-clerk, an archivist, a manager and a director.

Typically, the head of a preschool educational institution is responsible for the functions of general control of office work and document flow, archive work, as well as the activities of department employees.

Often head of the preschool educational institution are former clerks or secretaries with extensive work experience and document management skills.

Requirements

As a rule, the age and qualification characteristics of applicants for this position are important for employers. Thus, you need at least three years of work experience, education corresponding to the company’s profile, knowledge of regulatory documents and GOSTs, diligence, accuracy, and punctuality. In rare cases, knowledge of English is required. The usual age range is 30–50 years.

Clerk

The position of office secretary exists in some banking, financial institutions, law firms and large organizations with a significant volume of document flow.

Typically, a clerk receives, sends and sorts documents, letters and other business papers by importance, keeps records and controls them in special journals, and prepares materials for the manager.

Requirements

For excellent work, a clerk needs good long-term and operative memory, emotional stability, high noise immunity, the ability to concentrate for a long time, as well as tolerance for numerous contacts, business communication skills, constructive perception of criticism addressed to him, specialized education and skills in working with documents. In rare cases, employers require knowledge of electronic document management systems.

Archivist

Not all companies have the position of archivist; often the clerk takes on his functions. But if the volume of document flow is significant, then a separate employee is needed to maintain the archive.

Requirements

The position of an archivist in an office requires knowledge of computer programs (sometimes electronic document management systems), higher education, work experience, and the ability to use databases. Personal qualities that are important are perseverance, diligence, accuracy, and attentiveness.

Head of the office

The manager (or manager) organizes the work of the office, ensures timely processing of incoming and outgoing correspondence, its delivery to its destination, monitors the deadlines for the execution of documents and their correct design(that is, partially assumes the functions of a clerk), organizes work on registration, accounting, storage and transfer to the relevant structural units of documents of current office work, including orders and instructions from management, on the formation of files and their depositing, ensures printing and reproduction official documents, participates in the preparation of meetings convened by management and organizes their technical maintenance, registration of travel documents, registration of employees arriving on business trips, and manages office workers.

Requirements

The head of the office must know the workflow schemes; regulatory documents and GOSTs, the procedure for compiling a nomenclature of files, inventories of permanent and temporary storage cases, established reporting; deadlines and procedure for submitting files to the archive; systems for organizing control over the execution of documents, labor legislation; internal labor regulations; rules and regulations of labor protection. Employers also require compulsory secondary vocational education from the applicant, but are not critical of work experience. If the candidate has primary vocational education, then work experience in the specialty must be at least three years. Some organizations require knowledge of English.

Employees of the administrative and economic department (AHO)

The Administrative and Maintenance Department is responsible for the economic support of the office. In a small company (10–30 people), as a rule, all issues regarding its supply and solving other administrative and economic tasks fall on the shoulders of the manager and secretary. Typically, the secretary is delegated the authority to purchase office supplies, consumables, and control the cleaning of premises. All other problems fall on the shoulders of the company's management: this includes resolving issues related to the improvement of the office, and contacts with utility, state and municipal regulatory authorities.

The need for a separate employee involved in administrative and economic activities arises in companies with a staff of 30 or more people. In companies with a staff of 100 or more employees, the administrative and economic work is already handled by the department. All tasks assigned to this or an employee are clearly stated in the job description.

As a rule, the head of the administrative office is responsible for the smooth functioning of the office. His responsibilities include general monitoring of the condition of the office, other premises and territories of the company, planning major repairs, and drawing up cost estimates for business needs. He also conducts all contractual work with service organizations and interacts with state and municipal regulatory authorities.

Requirements

In most cases, men aged 30–45 are invited to administrative and economic work, not necessarily with higher education, with 2–3 years of work experience and the ability to lead a team. Such qualities as honesty, loyalty to the company, and independence are also required.

Translator

The profession of a translator is considered one of the most prestigious and in demand. And nowadays, knowledge of a foreign language is an indispensable guarantee of a high salary and rapid career growth. However, first you need to get a linguistic education, which at all times has been a task of increased complexity. Now in prestigious universities the competition for translation departments sometimes reaches 30 people per place. In addition, admission and subsequent training require significant material costs.

Often employees have to combine the functions of a translator and a secretary; manager, assistant manager and translator.

Requirements

Mandatory requirements: work experience, knowledge of two languages, business translation skills, literacy.

Market Trends

So, nowadays more and more administrators are needed, and companies, according to the Vivat Personnel personnel center, are ready to offer them promising jobs with very decent pay (see Table 1).

Table 1

Wage administrative specialists(Moscow and regions)

Job title				Suggested salary$
				minimum	maximum	average
Personal assistant
Referent
Office Manager
Reception secretary
Call center operator
PC operator
Translator
Head of the Office
Head of preschool educational institution
Clerk
Archivist
Head of Administrative Operations
AHO employee

At the same time, the offered salaries often exceed the requests of applicants (with the exception of employees of the administrative and economic department, who assess their “worth” based on their terms of reference, while the offered salaries depend on the size of the company) (see Table 2).

table 2

Salaries of administrative specialists: proposals and expectations (Moscow and regions)

			Employers' offer	Applicant Expectations
Personal assistant
Referent
Office Manager
Reception secretary
Call center operator
PC operator
Translator
Head of the Office
Head of preschool educational institution
Clerk
Archivist
Head of Administrative Operations
AHO employee

The situation in Moscow and the regions is different

If in Moscow students often go into “administration” and look at these positions as a springboard at the beginning of a career path, then in the regions the percentage of working students is lower (administrative positions are perceived there as a permanent place of work). Often, workers purposefully build a career in the administrative sector, growing from a telephone operator to the head of the secretariat or the head of the office. Therefore, on the regional market, applicants offer their experience (standard – 2–3 years) and qualifications. Many candidates know accounting programs, English language, basics of document management, GOSTs and standards. In many ways, this situation is due to the fact that in Moscow, unlike in the regions, there are more offices and the terms of reference of each employee are narrower. Accordingly, companies in the capital can hire a presentable-looking student as a receptionist to meet visitors and answer calls. In the regions, this position will also have to perform some administrative functions, for example, supervise office cleaning, purchase office supplies, manage couriers, and manage paperwork. All this creates a situation of “staff shortage” in the regions: there are specialists, and qualified specialists, but with traditionally lower wages than in Moscow, companies cannot provide a level of income that corresponds to their functionality.

Salaries in the administrative sector are growing steadily: over the past six months they have increased by an average of 9–11% (and wage growth in the regions is more intense than in the capital). But there is currently a shortage of qualified candidates in the market, especially receptionists and, oddly enough, executive assistants. Although this position is the most popular among job seekers, often their experience and professional skills do not match the employer's requirements.

Accordingly, the demand for professional secretaries always exceeds supply. There are no seasonal fluctuations in the administrative sector, with the exception of the summer months. Then the excess of demand over supply for low-skilled positions (call center operator, PC operator, receptionist) is reduced due to students wanting to “earn extra money.”

If we talk about the state of the job seeker market, it can be noted that competition in the administrative sector is quite low. Firstly, men practically do not participate in competition, except for the position of assistants or personal assistants to managers. Secondly, serious competition exists only in the middle range of the salary bracket, and the presence of insignificant competitive advantages(experience, higher education, knowledge of a foreign language) makes the chance to qualify for the upper limit of the range real.

Looking through the eyes of the applicant

Most companies experience turnover of administrative staff. “Good places” are vacated due to career growth and maternity leave of their owners. According to the observations of the Vivat Personnel personnel center, recently the length of time a candidate can work in one place has been reduced from one and a half years to six months, and often to 2-3 months (for example, administrative personnel in the media). This is largely due to the fact that applicants often view the position of secretary, clerk or office manager as “temporary” (40% of candidates).

If you look at the supply market through the eyes of candidates, then for them an important characteristic of a potential job is the prospect of career growth or professional development. This is especially true for applicants for the positions of reception secretary and assistant. Secretarial positions are often, and with good reason, considered entry-level positions. It is in those organizations where there is an opportunity for growth that the most active, trained and educated employees come. This trend is not typical for the position of a personal assistant, since it is gradually becoming an independent profession that requires high qualifications.

And therefore, many job seekers believe that the position of a personal assistant is the “ceiling” of a career in the field of office administration, but this is not so. In a large company, an assistant manager can become the head of the secretariat, executive director or Deputy Director for Administrative Affairs. An office manager also has chances for career advancement, for example, he can become an administrative director.

In addition, work in the administrative field provides an opportunity to become familiar with all areas of the organization's activities and understand what exactly is most interesting. Available additional education(if necessary) and further develop your career in your chosen direction.

O.M. Khmel, Head of Administrative Personnel Recruitment, International Personnel Center “Vivat Personnel”

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

This division is created to monitor and ensure high performance of the entire enterprise. Therefore, it is very important to have qualified specialists from the administrative and economic department who are able to organically collaborate 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, resistance to stress, leadership skills, organizational experience, the ability to quickly find several alternative ways to solve 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;
• concluding contracts for the provision of wired telephone communications, cellular communication, Internet, utilities;
• providing company employees with all the necessary values ​​for effective work;
• monitoring the condition of the premises, eliminating all problems - timely repairs, technical work, 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 housekeeping, know the standards for the maintenance and operation of the premises, the entire building, carry out repairs on time, monitor the condition of 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 head with high degree 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 administration, 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). The leadership position is 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;
• business communication skills, drafting contract 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 Head of the Administrative Operations 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 landscaping 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 design necessary documents to provide services from third party service organizations. 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 an effective result, cleanliness and order in all rooms 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, others third party companies;
• organization of electrical supply, control of 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;
• maintain 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 meetings 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 obliged 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– sets staffing table, notifies about business trips.

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

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

Video conference on automation of AHO activities is below.

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 in 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 contracts with them for the provision of utilities, maintenance of electrical networks, communication networks.

5. Timely repair of company premises and various property.

6. Monitoring compliance with fire safety rules.

7. Ensuring the necessary protection of 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 provided for by law for employees.

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 a large number of powers that allow him to carry out the instructions of 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 official responsibilities among employees within their department and in accordance with the 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 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. Supply of equipment and various materials for production finished products usually deals with enterprises. 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. Legal department. Employees of these structures are in constant contact with each other. The contracts that the head of the administrative management company 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.

The mysterious abbreviation AXO, the decoding of which is incredibly simple, hides very useful functions. This division is present in many companies with more than 100 employees. It is called the administrative and economic department. His responsibilities involve building maintenance. This could include major repairs, the purchase of equipment, landscaping of the surrounding area, etc.

Decoding AHO

At competent work Department in the building, everything functions correctly, from water supply to elevators. The administrative and economic department, under the guidance of a competent specialist, always accurately fulfills its duties, avoiding downtime associated with sudden breakdowns.

An administration specialist in a small company can perform the duties of the entire department. The whole essence of the position comes down to providing employees with decent working conditions at minimal cost. However, fulfilling this task involves a whole range of activities, starting with the purchase of office supplies and ending with major repairs. The work of an administration specialist cannot be called simple. It is full of difficult tasks and stressful situations.

Why is AHO needed?

To ensure that the enterprise can function normally, and sudden breakdowns do not prevent employees from performing their duties, entire departments are created. It is their responsibility to monitor the technical condition of all systems and carry out repair or maintenance work if necessary.

To supervise the work of the department, the company hires a boss and several employees. A close-knit team can ensure the smooth and comfortable functioning of the enterprise. If the head of the administrative maintenance department performs his duties efficiently, you can be confident in the flawless operation of all systems: from water supply to electricity.

It is important to note that not every enterprise has such units. This is usually true when the volume of administrative and economic work is quite large and one specialist cannot cope with it. ACSs are usually created at large enterprises with at least a hundred employees.

With such a scale, it is important to ensure the normal functioning of the building and comfortable conditions for workers. It is to this global task that all the responsibilities of the head of the administration and his subordinates come down. The result of the work depends on each of them. In small companies, administrative and economic functions can be performed by an ordinary office manager or even a manager.

It must be said that this position existed before. However, its representatives were called supply managers.

Job responsibilities of the head of the administrative and maintenance department

Any job involves responsibility. This is especially true for those who occupy leadership positions. For example, the head of the administrative maintenance department, whose job responsibilities are specified in the instructions, bears financial responsibility. After all, he has to manage a lot of money that the organization can allocate for purchases. You will have to account for every penny. This is why the job of an administrative maintenance chief is considered stressful.

The list of responsibilities includes:

• control over the use of the premises;
• communication with the landlord, as well as utility services;
• monitoring the health of equipment;
• conclusion of contracts;
• management of other AHO employees;
• landscaping;
• premises renovation activities.

What is EKS?

Not every employer has experience in writing job descriptions. Therefore, there is a possibility that the head of the administrative and maintenance department may be assigned extra responsibilities. You can check this using the Unified Qualification Directory. This is exactly what EKS stands for. Here both the employee and the employer drawing up the instructions will be able to find General requirements, which must be performed by the head of the administrative maintenance department. Consulting the EKS directory will help you avoid controversial situations.

However, if a duty is not in the handbook, but is in the job description, this is not a reason not to perform it. The CSA contains only general provisions, which can be supplemented with new clauses at the discretion of the employer. Main criterion- they must not contradict the law.

What kind of education does an administrative maintenance manager need?

This position is for management. Therefore, certain requirements are put forward for the education of the head of the administration. There are two options.

In the first, this position can be filled by a specialist who has graduated from a university and worked for two years in this field.

In the second, a vacancy is also available to applicants with secondary specialized education, but with five years of experience.

Among the personal qualities that will be useful to the head of the administrative office are:

• communication skills;
• energy;
• organizational skills;
• makings of a leader.

An important skill that a future administration manager must possess is the ability to work with office programs.

Typically, men aged 35-40 years apply for the position of chief of administrative operations. Women occupy similar vacancies in small institutions, working as office managers or supply managers.

What is the basis for such demands?

You need to understand that the instructions of the head of the administrative maintenance department include many points. If the candidate has previously worked in the specified field, he is more likely to master new responsibilities. Typically, employers are not interested in spending time on training. That is why they prefer to recruit for the position of chief those specialists who have experience in administrative and economic activities.

How much does the head of the Administrative Operations Department earn?

Any candidate applying for this vacancy will inquire about the income level in advance. The information is unlikely to please you. The salary of the head of the administrative and maintenance department certainly cannot be called high. The average figure for Moscow is 58,400 rubles. However, the range of salaries is very wide - from 31 to 81 thousand rubles.

It must be said that in the regions, the heads of administrative maintenance departments earn less than their metropolitan colleagues. The average remuneration is 25-40 thousand rubles.

What do you need to know?

Unlike an employment contract, job description does not at all regulate the relationship between the head of the administrative office and management or subordinates. Therefore, in regulatory documents no clear structure is established. The instructions, which include the job responsibilities of the head of the administrative and maintenance department, are not subject to mandatory requirements.

However, for long years a generally accepted structure has been formed, which consists of four main points.

1. General provisions describe who the head of the ACS is.
2. Job responsibilities. From this point you can find out what functions management expects to be performed.
3. Rights. To perform duties, the boss must be vested with authority. General provisions are listed in labor legislation. Therefore, this section includes the rights of the head of the administration, specific to a particular enterprise.
4. Responsibility. Usually it is separately described in regulations, so the job description may contain only some references to other documents. It is important to know that the employer cannot shift responsibility that is not provided for by law to the head of the administrative office. This will allow you to defend your rights.

How to become the head of an administrative office?

The candidate applying for this vacancy must have relevant experience and demonstrate some activity. Advertisements are usually posted on job search sites.

Be careful when viewing such offers. Special attention Focus on the block that describes the requirements. Recruiters considering applicants for the position of chief of administrative operations receive dozens of resumes. Therefore, it is important to stand out from others.

Chief is a leadership position. The coherence of the entire team and the successful functioning of the administration depend on him. Employers make demands not only on length of service, but also on personal qualities. These are the ones that should be emphasized in your resume. Resistance to stress, organizational skills and decency are important. After all, the company will trust the head of the administrative office with quite large sums of money.

After familiarizing yourself with the responsibilities of the head of the administration, you can decide how much you need this vacancy.