Work began in the banking sector. AXO: transcript

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 and maintenance 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 for employees provided for by law.

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 of the general director of the 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 big amount powers that allow him to carry out instructions from 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 the provision of necessary organization of 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 job responsibilities between 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 responsibility for the 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 the 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. Enterprises usually supply equipment and various materials for the production of finished products. 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. Employees of these structures are in constant contact with each other. The legal department receives for review and approval contracts that the head of the administrative management company plans to conclude. 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.

1. General provisions

1.1. The deputy head of the administrative office belongs to the category of managers.

1.2. Qualification requirements:
Higher professional education, without presenting requirements for work experience or secondary vocational education and work experience in the specialty of at least 3 years.

1.3. The Deputy Head of the Administration and Maintenance Department must know:
- resolutions, orders, orders, other governing and regulatory documents of higher authorities relating to administrative and economic services;
- structure of the enterprise and prospects for its development;
- procedure for maintaining time sheets;
- means of communication, computing and organizational equipment;
- procedure and deadlines for reporting;
- means of mechanization of manual labor;
- the procedure for purchasing equipment, furniture, inventory, office supplies and processing payments for services;
- basics of economics, labor organization, production and management;
- labor legislation;
- internal labor regulations;
- labor protection rules and regulations.

1.4. Appointment to the position of deputy head of the administrative maintenance department and dismissal from office are made by order of the general director upon the recommendation of the head of the administrative maintenance department.

1.5. The Deputy Head of Administrative Operations Subordinates to the Head of Administrative Operations.

1.6. To ensure his activities, the Deputy Head of the Administration and Operations Organization is given the right to sign organizational and administrative documents of the Company on issues included in his functional responsibilities.

1.5. During the absence of the head of the administrative office (business trip, vacation, illness, etc.), his duties are performed by a person appointed in the prescribed manner. This person acquires the corresponding rights and is responsible for improper execution duties assigned to him.

2. Job responsibilities

Deputy Head of Administrative Operations:

2.1. Provides economic maintenance and proper condition in accordance with the rules and regulations of industrial sanitation and fire protection of buildings and premises in which the divisions of the enterprise are located, as well as monitoring the serviceability of equipment (elevators, lighting, heating systems, ventilation, etc.).

2.2. Participates in the development of plans for current and major repairs of fixed assets (buildings, water supply systems, air pipelines and other structures), and in the preparation of estimates of business expenses.

2.3. Participates in the repair of premises, together with the head of the administrative office, monitors the quality of repair work.

2.4. Participates in providing the enterprise with means of mechanization of engineering and management work, monitors their safety and timely repairs.

2.5. On behalf of the head of the administration, draws up the necessary documents for concluding contracts for the provision of services.

2.6. Controls the rational use of materials and funds allocated for economic purposes.

2.7. On behalf of the head of the Administration and Maintenance Department, he manages the landscaping, landscaping and cleaning of the territory, and the festive decoration of building facades and entrances.

2.8. Participates in the management of meetings, conferences, seminars and other events.

2.9. Ensures the implementation of fire prevention measures and maintenance of fire equipment in good condition.

2.10. Takes measures to introduce communications, computing and organizational technology.

2.11. In the absence of the Administrative Operations Manager, he supervises the Administrative Operations Workers and performs other duties of the Administrative Operations Manager.

3. Rights

The Deputy Head of Administrative Operations has the right:

3.1. Request and receive from structural units information, reference and other materials necessary to perform the duties provided for in this Job Description.

3.2. Take measures when discovering disciplinary violations of subordinate employees and report these violations to the head of the enterprise to bring the perpetrators to justice.

3.3. In agreement with the head of the enterprise, attract experts and specialists in the field of administrative and economic activities for consultations, preparation of opinions, recommendations and proposals.

3.4. Get acquainted with the documents defining his rights and responsibilities for his position, criteria for assessing the quality of performance of official duties.

3.5. Submit proposals for improvement of work related to the responsibilities provided for in these Instructions for consideration by management.

3.6. Require the management of the enterprise to provide organizational and technical conditions and prepare the established documents necessary for the performance of official duties.

4. Responsibility

The Deputy Head of the Administration and Maintenance Department is responsible for:

4.1. For improper performance or failure to fulfill one’s official duties as provided for in this Job Description, within the limits established by the current labor legislation Russian Federation.

4.2. For offenses committed in the course of their activities - within the limits established by the current administrative, criminal and civil legislation of the Russian Federation.

4.3. For causing material damage to the enterprise - within the limits established by the current labor and civil legislation of the Russian Federation.

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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

If the department works properly, everything in the building functions correctly, from the water supply to the 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 stationery 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. AMOs 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 office, job responsibilities which 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. The main criterion is that 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, vacancies are 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, a 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. There are no mandatory requirements for the instructions, which include the job responsibilities of the head of the administrative maintenance department.

However, over the years, a generally accepted structure has emerged, which consists of four main points.

1. General provisions describe who the head of the administrative maintenance department 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 laws. 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.

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Any organization must work as a single harmonious organism in order to achieve maximum results from its activities. In large and medium-sized companies, provide staff with workplace safety, comfort, and all the necessary Consumables must 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 capable of creating everything 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, issue various items and values ​​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 communications, the Internet, and utilities;
• providing company employees with all the necessary values ​​for effective work;
• monitoring the condition of the premises, eliminating all problems - timely repairs, engineering works, 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, acts of the Government of the Russian Federation/President of the Russian Federation/Constitution of the Russian Federation.
5. The department is obliged to comply with acts, rules for economic maintenance, know the standards for the maintenance and operation of the premises, the entire building, carry out repairs on time, monitor the condition 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 or lack of 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 boss with a high degree of 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. By 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;
• skills business communication, drawing up contractual 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 of the head of the administrative and maintenance 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 renovation work interior spaces, the entire building. Supervises territory improvement activities. This applies to both the constant care of the yard and corridors, as well as decoration during holidays and important events.
5. Monitors the preparation of necessary documents for the provision of 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, and other third-party companies;
• organization of electrical supply, control over 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. The boss reports them new information to his employees, distributes instructions, 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 on time, statistical information to the authorities;
• perform your work professionally, efficiently, on time.

AO has the right at any time to request background information from any of the departments, offer ideas for improving work, and participate in meetings and planning sessions 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 required 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 provide the necessary conditions to conclude 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, calculates 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– establishes the staffing schedule, 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.

Must monitor 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.