Administration is a part or division that must exist in every company. This division is run by several people who are commonly referred to as administrative staff. This division is also led by the head of administration who is in charge of supervising the performance of all his staff.
Administrative tasks ranging from planning, preparing reports, recording, to matters relating to administration. So, actually the administrative division’s tasks are quite a lot so it requires a lot of staff.
General Admin Duties
The detailed duties of administrative staff for each company can also be different. This depends on the type, direction, and goals of the company itself. However, in general the duties of administrative staff can be summarized into several points as below.
1. Recap Company Data
The first task of the administrative staff is to recap all the data related to the company. The data in question can include many things, ranging from transactions, employee and consumer information, to those related to company activities.
This recap itself includes the process of collecting, processing, and storing data, both in writing and computerized. Data recap is useful for documenting company data in a complete and more organized manner.
So, when you need data for a particular purpose, the company will not be bothered to get it. All information has been neatly collected in the administration section and just use it as needed.
A simple example is when a company wants to apply for insurance for employees. It could also be when the company wants to send a letter to its business partners. At times like this, companies definitely need complete data such as names or addresses.
This is where the usefulness of the data recap is carried out by the administrative staff. The administrative staff only needs to collect data once, but it can be used many times for different purposes.
For some companies, especially large scale, usually the data recap is not entirely the responsibility of the administration. Data recap is actually carried out by a more specialized section or division, for example product data is recapitulated by the warehouse or sales department.
However, the head of administration still has the responsibility to collect all data from each existing division. The collected data is then processed and stored in a database.
2. Create a Data Archive
The next task of the administrative staff is to create and maintain company records. The archive itself is a variety of documentation related to the company, whether it is in the form of writing, pictures/photos, or videos.
All companies must have a very large number of documents. The administrative staff’s job is not only to collect and store them in one place, but also to process them so that documents can be more organized.
In today’s era, making data archives more often using computers or electronic devices. In addition to speeding up work, archives containing important documents can be safer even if they are stored for a long time.
4. Receiving and Making Phone Calls
The administration department is in charge of communication between the company and external parties, both calling and receiving incoming calls. So, administrative staff are not only skilled in data collection, but are also required to have good communication skills.
However, some large-scale companies usually have separated this communication task from administrative staff, especially when dealing with consumers. Companies generally form other divisions such as customer service to respond to customers.
Because consumer affairs have been separated, the administrative staff is more focused on office communication with other companies. Usually this communication relates to cooperation or certain agendas.
4. Preparation and Delivery of Letters/Packages for Office Use
Management of the letters that enter or leave the office is the responsibility of the administration. The administrative staff is in charge of checking, sorting, or sorting all incoming mail to the company.
For letters to be sent to outside parties, the administrative staff is also responsible for compiling or making them, of course with the approval of the company leader. These letters are usually addressed to other companies, clients, or business associates.
Not only limited to letters, the delivery of goods for relations in the form of greeting cards, parcels, or other documents is also handled by administrative staff. Again, all these deliveries must be in accordance with the instructions of the company leader.
Finally, administrative staff are required to record or archive all incoming and outgoing letters. In essence, all activities related to the company
must be archived because the data can be needed at any time.
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