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ARBA Office Management, HR & Admin and Accounting

ARBA Daily Operation Process


Office Management, Human Resouces & Admin and Accounting

ARBA Contact
Vivien Ho Business Manager
Email: vivien.ho@arbaholdings.com
Mobile: 852 6338 8996

ARBA Office Management, HR & Admin and Accounting

Table of Contents
ARBA CO N TACT

BUSIN ESS REG ISTRATION (BR)

AN N UAL RETURN

PRO FIT TAX

AN N UAL EM PLO YERS RETURN (IR56A & IR56B)

EM PLO YEE CO M PENSATIO N INSURANCE

O FFICE M ANAGEM ENT TASKS

1. RENT
2. MANAGEMENT FEE
3. DEMAND FOR RATES AND GOVERNMENT
4. OFFICE CLEANING
5A. WATER ORDERING
5B. WATER AND DRINKS COUPONS PUCHASING
6. TONER ORDERING
7. COURIER
8. STATIONARY ORDERING
9. SNACKS ORDERING
10. BUSINESS CARD
11. DOOR STICKER
12. SUPPLIES RELATED TO COFFEE MACHINE
13. BROADBAND & BUSINESS LINE
14. CLP
15. WEBEX
17. UNITED CONFERENCING

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HUM AN RESO URCES

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ARBA Office Management, HR & Admin and Accounting


1. DEFINE & WIRTE JD
2. POST VIA INTERNAL / EXTERNAL CHANNEL
3. COLLECT RESUME
4. REVIEWED BY PM TEAM
5. ARRANGE INTERVIEW
6. REVIEW CANDIDATE AND REFERENCE CHECK
7. MAKE AN OFFER
8. PREPARE CONTRACT
9. SIGN CONTRACT
10. PREPARE DOCUMENTS, EQUIPMENT AND MATERIALS
11. CANDIDATE ON BOARD

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ACCO UN TIN G - INCO M E

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1. ISSUE INVOICE
2. OUTSTANDING PAYMENT
3. PAYMENT SETTLED

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ACCO UN TIN G EXPEN SE

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1. PETTY CASH
2. COMPANY CREDIT CARD
3. PAYROLL

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ARBA LO GIN , USERN AM E & PASSW O RD

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1. AMAZON (PRUDENTIAL)
2. AMAZON (ARBA)
3. ADOBE CREATIVE CLOUD
4. .COM.HK EMAIL
5. MAILCHIMP
6. JOBSDB
7. LABOUR DEPARTMENT INTERACTIVE EMPLOYMENT SERVICE
8. WEBEX
9. EPRINT
10. GMAIL - GOOGLE CONSOLE
11. BROTHER ESHOP

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ARBA Office Management, HR & Admin and Accounting


ARBA USEFUL CO N TACT

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1.
2.
3.
4.

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MG TOWER OWNER
MG TOWER MANAGEMENT OFFICE
CLEANING LADY
HKBN

ARBA Office Management, HR & Admin and Accounting

Business Registration (BR)


The date of expiry is September 21, 2015, we need to renew the BR on or before August 21, 2015.

Annual Return
We will receive a Aunnual Return letter from government in September, just need to pass it to audit firm and they will prepare the
related documents for us.

Profit Tax
We have already settled 2013 2014 profit tax (two installments). The installments will be on January and April.

Annual Employers Return (IR56A & IR56B)


We can use eTax to file the IR56A & IR56B and submit the file using Sunnys eTax account.
We have to report the employee on IR56A & IR56B if he / she is
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single and paid an annual income of HKD 120,000 or more or

married (regardless of amount) or

a part-time staff (regardless of amount) or

a director (regardless amount)

Employee Compensation Insurance


The date of expiry is July 4, 2015, Ageas will send us renewal document before July.

ARBA Office Management, HR & Admin and Accounting

Office Management Tasks



Responsible

Daily

Once a
week

Twice a
month

Once a
month

1. Rent

2. Management Fee

3. Demand for Rates and


Government Rent

Every 3
months

Yearly

Non
scheduled /
By request

4. Office Cleaning

Wendy

5. Water Ordering

Wendy

6. Toner Ordering

Wendy

7. Courier

Erika

8. Stationery Ordering

Erika

9. Snacks Ordering

Erika

Chung

10. Business Card

ARBA Office Management, HR & Admin and Accounting

Daily

11. Door Sticker


12. Supplies related to
coffee machine
13. Broadband & Business
Line

Twice a
month

Once a
month

Every 3
months

Yearly

Erika

15. Webx

16. Podio
17. United Conferencing

Non
scheduled /
By request

Chung

Wendy

14. CLP

Once a
week

N/A

ARBA Office Management, HR & Admin and Accounting

1. Rent
Payable to: Good Peace International Holdings Limited ()
Beneficiary bank name: Hang Seng Bank
Account no.: 395-187669-001

Receive Debit Note


from owner

Prepare che que for


the rent payment

Deposit the cheque


on or before 3th

Filing

Receive Receipt
from owner

Send to che que


deposit advice to
the owner

ARBA Office Management, HR & Admin and Accounting

2. Management Fee
Payable to: Good Peace International Holdings Limited ()
MGT management office address: 3/F, MG Tower, 133 Hoi Bun Road, Kwun Tong, Hong Kong

Receive Debit Note


from Property
Management Limited

Prepare che que for


the management fee
payment

Bring the cheque


with the debit note to
management office
on or before 3th

Filing
(The acceptance and
the receipt)

Receive Receipt
from Property
Management Limited

The management
office will take a
copy & sign for the
acceptance

ARBA Office Management, HR & Admin and Accounting

3. Demand for Rates and Government


Payable to: Good Peace International Holdings Limited ()
Beneficiary bank name: Hang Seng Bank
Account no.: 395-187669-001

Receive Debit Note


from owner

Prepare che que for


the demand for rates
& Government rent
payment

Deposit the cheque


on or before 10th

Filing

Receive Receipt
from owner

Send to che que


deposit advice to
the owner

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ARBA Office Management, HR & Admin and Accounting

4. Office cleaning
Cleaning lady name: Suki
Contact no.: 9714 3428
Working schedule: Monday, Wednesday & Friday (2hours per day)
Hourly rate: $90
Note: Use petty cash to pay for office cleaning fee.

Cleaning lady will


come on Mon, Wed
& Fri

Prepare a timesheet
for her

Prepare her payment


according to her
timesheet

Filing
(Acknowledgement
Receipt)

Pay her by Cash and


she need to sign the
Acknowledgement
Receipt

Prepare an
Acknowledgement
Receipt

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ARBA Office Management, HR & Admin and Accounting

5a. Water Ordering


Ordering hotline: 2210 3311
Outlet no.: 00165308 8
Company name: ARBA Holdings Limited
Contact person: Ms. Ho
Contact no.: 6338 8996
Notes: Unit April 9, 2015: Water coupon: 84 (Expiry date: February 5, 2017)
Drinks Package: 15 (3 will be expired on August 14, 2015)
Bottle deposit is HKD 50. We have 3 bottles in the office, total HKD 150.
***Urgent delivery service is only available on Tuesday, and you need to place your order before Monday 5:00p.m..***

Bonaqua will call us


every Thursday

Place order
(Water or drinks)

Your order will be


delivered on Friday,
usually around
11a.m.

Filing
(Order delivery
receipt)

We need to stamp
for acceptance

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ARBA Office Management, HR & Admin and Accounting

5b. Water and drinks coupons puchasing


Ordering hotline: 2210 3311
Payable to: Swire Coca-Cola Hong Kong

Call ordering hotline

Request a water or
drinks coupons
purchase form

Send the form back

Pass it to the staff


when your order
delivered

Prepare a che uqe


for the payment

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ARBA Office Management, HR & Admin and Accounting

6. Toner Ordering
Ordering hotline: 2508 8193
Sales: Ryan Yu
Email: Ryan-yu@wellent.com
Payable to: Wellent System Consultant Ltd ()

Brother e-Shop
http://www.brother.com.hk/eshop/zh/module/activationbymail/activation?link=1500f417ea53960c2ee5cffe14b8ca74

Username: vivien.ho@arbaholdings.com
Password: Alan1997

Printer & Toner model no.:


i)

ii)

HP LaserJet Pro 200 M251nw


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HP CF212a(131A) Yellow Toner for Pro200-m251/m276 ($468)

HP CF213a(131A) Magenta Toner for Pro200-m251/m276 ($468)

HP CF211a(131A) Cyan Toner for Pro200-m251/m276 ($468)

HP CF210x(131X) Black Toner for Pro200-m251/m276 ($588)

Fuji Xerox DocuPrint P158 b

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ARBA Office Management, HR & Admin and Accounting


iii)

Brother MFC-K2320 InkBenefit


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Colour Ink LC665XL-C High Cyan Ink Yield Approx. 1,200 pages ($95)

Colour Ink LC665XL-M High Magenta Ink Yield Approx. 1,200 pages ($95)

Colour Ink LC665XL-Y High Yellow Ink Yield Approx. 1,200 pages ($95)

Colour Ink LC665XL-BK High Black Ink Yield Approx. 2,400 pages ($150)

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ARBA Office Management, HR & Admin and Accounting

Call ordering hotline

Request a quotation

Send the signed


quotation back

We need to stamp
and sign for
acceptance

Pass the cheque to


the courier when the
toner(s) delivered

Prepare a cheque for


the payment

Filing
(Order delivery
receipt)

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ARBA Office Management, HR & Admin and Accounting

7. Courier
i)
Online pick up form: https://hk.ta-q-bin.com/eng/req_pickup.aspx
Local documet: $17 (A4 Size)
Usually we use to delivery document to client only.

Fill in online pick up


form

Fill in the courier


form

Stick it on your
document / envelope

Filing
(Courier form)

Courier come in and


pick it up

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ARBA Office Management, HR & Admin and Accounting


ii) SF Express ()
Pick up Hotline: 2730 0273 / 6275 5911 ()
Contact person: Ms. Ho
Contact no.: 6338 8996
Local document: $13 (under 1kg)
Notes: The document will be delivered on the next day.

Call SF Express
hotline

Request courier come


in and pick up the
document

Fill in the courier


form

Filing
(Courier form)

Courier come in and


pick it up

Stick it on your
document / envelope

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ARBA Office Management, HR & Admin and Accounting

8. Stationary Ordering
i) Alexander Stationery Centre
http://www.a-s.com.hk/user.php
Username: arba
Password: alan1997
Ordering hotline: 2753 5855 ()
Payable to: Alexander Stationery Centre
Free delivery if we purchse over HKD 600.

Select the items


online and add to
cart

Place your order


online

The shop will call


and confirm the
order

Filing
(Order delivery
receipt)

Pass it to the staff


when your order
delivered

Prepare a che uqe


for the payment

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ARBA Office Management, HR & Admin and Accounting

9. Snacks Ordering
i) Aeon Supermarket
https://www.aeoncity.com.hk/zh/index.html
Notes: Every Wednesday on sale.

ii) Park n Shop


http://www.parknshop.com/WebShop/index.do

Select the items


online and add to
cart

Place your order


online

Select the delivery


date and time slot

Filing
(Order delivery
receipt)

Pay with credit crad

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ARBA Office Management, HR & Admin and Accounting

10. Business Card


i) ePrint
https://customer.e-print.com.hk/webLogin.jsp
Username: vivienhpm
Password: alan1997
Style: DP-19 250g
Ordering hotline: 2344 6668
The nearest shop: Kwun Tong Branch Shop B, G/F., Phase 4, Kwun Tong Industrial Centre, No. 436-446 Kwun Tong Road,
Kwun Tong (MTR Kwun Tong Station Exit D4)
Business hours: Mon Fri 09:00 21:00 & Sat 09:00 20:00
Tel: 2344 6668
Fax: 2344 6618

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ARBA Office Management, HR & Admin and Accounting

Login to the ePrint


platform

Select

Select

ePrint will call and


confirm the order

Place your order

Fill in the ordering


form and upload the
file

Pick up your order


the next day

Filing
(Receipt)

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ARBA Office Management, HR & Admin and Accounting

11. Door Sticker


i) LCD Digital Photo & Printing Design Company (referral by 3HK)
Contact: 9399 8828 (PC Tang)
Office: 2618 6928
Payable to: Lcd Digital Photo & Printing Design Company
Notes: Cost of the door sticker (23 x 110 cm: $63 & 72 x 110: $198) & Installation chargers ($500)

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ARBA Office Management, HR & Admin and Accounting

Preapre the File

Contact the printing


house

Send out the file(s)

Installation

Confirm the order

Receive a quotation

Receive invoice

Prepare a cheque for


the payment

Deposit the cheque

Filing

Receive Receipt
from owner

Send to che que


deposit advice to
the printing house

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ARBA Office Management, HR & Admin and Accounting

12. Supplies related to coffee machine


UCC coffee cream
i) Sogo
Notes: Original price: $36.9. One pack = 50 cups. If it is on sale, only $26.9.

UCC coffee / tea Capsule


ii) Broadway
Coffee machine model: Keurig BS200(Almond Beige)
Coffee / tea capsule type: K-cup
Notes: The capsule cost $72 per box. One box = 12 capsule.
For the coffee, we usually buy Organically Grown, Basic Roast & Italian Roast. For the tea, usually buy Green
Tea, Jasmine Tea & Oolong Tea.
Broadway membership: 9492 5717 (Mr. Chan)

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ARBA Office Management, HR & Admin and Accounting

13. Broadband & Business Line


i) HKBN
Technical Hotline: 2199 8833
Account Manager: Candy Tam
Contact no.: 3495 0033
Payable to: HKBN
Address: P.O. Box 4485 General Post Office, Hong Kong
***Broadband and business line payment, do not pay together with one cheque and make sure you have write the correct account no. at the
back. At least 3 working days to process your payment***

- Broadband Internet Service


https://statement.es.hkbn.net/estatement/index.jsp
Account no.: 008314713
Login password: alan1997
Monthly Fee: $248

- Business Tel Line Service


https://statement.es.hkbn.net/estatement/index.jsp
Account no.: 008309818
Login password: alan1997
Monthly Fee: $40

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ARBA Office Management, HR & Admin and Accounting

Receive e-bills from


HKBN

Prepare che que s for


the payment

Send the cheques to


HKBN P.O. Box

Filing
(The invoices and the
cheque images)

ii) 3HK
Unit Manager: Kenneth Lam
Contact no.: 9633 0914

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ARBA Office Management, HR & Admin and Accounting

14. CLP
https://www1.clpgroup.com/clponline/tc/home.do
Account no.: 82842-07906-7
Login Password: alan1997
Payable to: CLP Power Hong Kong
How to make payment?
- Settle cheque payment at any cheque deposit machine of HSBC or BOCHK.
- Enter Account no. (82842-07906-7) and Cheque Amount and then insert the cheque.
- Done.

Receive e-bill from


CLP

Prepare che que for


the payment

Settle payment using


cheque deposit
machine

Filing
(Cheque deposit
advice)

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ARBA Office Management, HR & Admin and Accounting

15. Webex

Webex email: webexarapac@cisco.com


Authorization form named: Credit_Card_Authorization - webex

Receive invoice
from Webex

Fill in the credit card


authorization form

Scan it

Create a expense
record on Kashoo

Filing

Send it back to
Webex via Email

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ARBA Office Management, HR & Admin and Accounting

17. United Conferencing


http://www.unitedconferencing.com/schedule/

Access no.: 5808 1825

Go to United
Conferencing
website and click
schedule a call

Fill in the form

Receive a conference
call invitation email
with an access code

Join call

Call the access no.


and follow the
instruction

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