HR Administration SOP
SOP - Standard Operating Procedures
Objective: The set of processes and procedures that are independent by nature and are envisioned from a future perspective. These procedures are designed to help the company's functions run smoothly and effectively year after year.
Compliance Authority: HOD - HR & Admin - and his/her reporting team.
SOPs are attached for reference.
From India, Mumbai
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1SOP - Standard Operating Procedures
Objective: The set of processes and procedures that are independent by nature and are envisioned from a future perspective. These procedures are designed to help the company's functions run smoothly and effectively year after year.
Compliance Authority: HOD - HR & Admin - and his/her reporting team.
SOPs are attached for reference.
From India, Mumbai
Acknowledge(0)Amend(0)
HR Administration - SOP Standard Operating Procedures
Objective: The set of processes and procedures that are inherently independent and forward-thinking, aimed at helping the company's functions run smoothly and effectively year after year.
Compliance Authority: Head of Department - HR & Admin and their Reporting Team. SOPs are to be followed for the areas mentioned below:
Administration. Front Office & Guest Relations
Compliance Authority: Front Office Representative
Guidelines:
- The Front Office Representative should be dressed neatly and tidily as it is the first impression of the office. They should strictly follow the dress code.
- The Front Office Representative should always be seated at their desk, and in their absence, it should be handed over to a responsible person.
- When transferring calls to Top Management, permission from the concerned person should be sought before taking any action.
- Calls for others should be transferred only to their extension.
- Official numbers or email IDs of concerned persons should be provided only after thorough verification.
- The front office is responsible for welcoming guests along with respective departments after security checks.
- Guests should be called in or contacted by any available means once they are at the reception.
- When visitors come to collect a cheque or document, it should be handed over only after confirming their identity to avoid loopholes if the item is deposited at the Front Desk.
- If a visitor has come to collect a cheque or document, the concerned person should be informed promptly, and the visitor should not be made to wait beyond 30 minutes.
- If a visitor is asked to wait, they should be offered refreshments at the reception. If they have come for a specific reason, they should be seated in the conference room and offered refreshments.
- For specific guests/visitors, pre-arrangements like food, refreshments, necessary stationery, along with a welcome board should be ready at least 1 day before their arrival after details are circulated and well-informed.
- Every visitor/guest should be escorted by known people within the company premises. If a visitor is seen wandering on the campus, the Front Office shall be responsible.
- No visitor/guest should be allowed to take any document from the company premises without proper checks.
- Visitors/guests should not be made to wait for more than 30 minutes if the concerned person is unavailable or busy.
- After office hours, the front office executive should ensure that the landline is diverted to the Security desk (*900) and before the start of office hours, it should be diverted back to the landline using the same number.
- After office hours, the front office executive should ensure that all office-related materials are locked and kept inside respective drawers.
- In case of any unexpected incident at the Reception, it should be reported to management promptly.
- The Front Office Representative should handle crank calls to safeguard the company's security.
Courier Process
Compliance Authority: Front Office Incharge / Commercial Executive
Guidelines:
- The courier facility is meant for employees at XYZ COMPANY - India.
- Reception and handing over of the courier is the responsibility of the Commercial Executive.
- The courier service is strictly for official purposes only.
- The courier facility should be tied up with an organization that has a presence across India and globally if required.
- Changing the courier company or hiring a new one should be done only after prior intimation or notice to management.
- Couriers should be submitted at the front office with the proper address before 4:00 PM.
- In exceptional cases, couriers may be accepted after 4:00 PM, based on the criticality of the situation.
- The Front Office Executive is solely responsible for handing over the courier with proper information to the tied-up agency.
- The Front Office Executive is responsible for receiving and handing over the received courier to the concerned persons.
- Employees should provide all required information on the courier and ensure it is properly labeled.
- Official couriers should only be sent using XYZ COMPANY's envelopes.
- Details of the courier should be entered in the courier register by the Front Office Executive and the docket slip should be handed over to the concerned employee as proof of delivery after verification from the agency.
- Couriers coming from the security desk to the reception should be collected after thorough verification as entered by the security desk.
- Goods-related couriers should be dealt with separately by the production team and not handled at the reception.
- Any discrepancy in the number of couriers received at the reception through security should be immediately reported to the Reporting Manager, with remarks made in the security's courier register.
- If a courier received directly at the reception is damaged or not in its original shape, it should be reported immediately to the Reporting Manager and the concerned agency.
(Continued in the next message)
From India, Thane
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Objective: The set of processes and procedures that are inherently independent and forward-thinking, aimed at helping the company's functions run smoothly and effectively year after year.
Compliance Authority: Head of Department - HR & Admin and their Reporting Team. SOPs are to be followed for the areas mentioned below:
Administration. Front Office & Guest Relations
Compliance Authority: Front Office Representative
Guidelines:
- The Front Office Representative should be dressed neatly and tidily as it is the first impression of the office. They should strictly follow the dress code.
- The Front Office Representative should always be seated at their desk, and in their absence, it should be handed over to a responsible person.
- When transferring calls to Top Management, permission from the concerned person should be sought before taking any action.
- Calls for others should be transferred only to their extension.
- Official numbers or email IDs of concerned persons should be provided only after thorough verification.
- The front office is responsible for welcoming guests along with respective departments after security checks.
- Guests should be called in or contacted by any available means once they are at the reception.
- When visitors come to collect a cheque or document, it should be handed over only after confirming their identity to avoid loopholes if the item is deposited at the Front Desk.
- If a visitor has come to collect a cheque or document, the concerned person should be informed promptly, and the visitor should not be made to wait beyond 30 minutes.
- If a visitor is asked to wait, they should be offered refreshments at the reception. If they have come for a specific reason, they should be seated in the conference room and offered refreshments.
- For specific guests/visitors, pre-arrangements like food, refreshments, necessary stationery, along with a welcome board should be ready at least 1 day before their arrival after details are circulated and well-informed.
- Every visitor/guest should be escorted by known people within the company premises. If a visitor is seen wandering on the campus, the Front Office shall be responsible.
- No visitor/guest should be allowed to take any document from the company premises without proper checks.
- Visitors/guests should not be made to wait for more than 30 minutes if the concerned person is unavailable or busy.
- After office hours, the front office executive should ensure that the landline is diverted to the Security desk (*900) and before the start of office hours, it should be diverted back to the landline using the same number.
- After office hours, the front office executive should ensure that all office-related materials are locked and kept inside respective drawers.
- In case of any unexpected incident at the Reception, it should be reported to management promptly.
- The Front Office Representative should handle crank calls to safeguard the company's security.
Courier Process
Compliance Authority: Front Office Incharge / Commercial Executive
Guidelines:
- The courier facility is meant for employees at XYZ COMPANY - India.
- Reception and handing over of the courier is the responsibility of the Commercial Executive.
- The courier service is strictly for official purposes only.
- The courier facility should be tied up with an organization that has a presence across India and globally if required.
- Changing the courier company or hiring a new one should be done only after prior intimation or notice to management.
- Couriers should be submitted at the front office with the proper address before 4:00 PM.
- In exceptional cases, couriers may be accepted after 4:00 PM, based on the criticality of the situation.
- The Front Office Executive is solely responsible for handing over the courier with proper information to the tied-up agency.
- The Front Office Executive is responsible for receiving and handing over the received courier to the concerned persons.
- Employees should provide all required information on the courier and ensure it is properly labeled.
- Official couriers should only be sent using XYZ COMPANY's envelopes.
- Details of the courier should be entered in the courier register by the Front Office Executive and the docket slip should be handed over to the concerned employee as proof of delivery after verification from the agency.
- Couriers coming from the security desk to the reception should be collected after thorough verification as entered by the security desk.
- Goods-related couriers should be dealt with separately by the production team and not handled at the reception.
- Any discrepancy in the number of couriers received at the reception through security should be immediately reported to the Reporting Manager, with remarks made in the security's courier register.
- If a courier received directly at the reception is damaged or not in its original shape, it should be reported immediately to the Reporting Manager and the concerned agency.
(Continued in the next message)
From India, Thane
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HR SOP.doc
HR Standard Operating Procedures.pdf
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(Fact Check Failed/Partial)-The user reply contains detailed guidelines on various operational aspects, but it lacks alignment with the original post's focus on HR Administration SOP. Therefore, it needs to be amended for clarity and relevance.