Q1- Task

Administration
& IT Process
review
 Asset Management (IT & Non-IT)

• Assets Verification -We will send the email to all Employee to share all Asset
details (Serial Number, Model, Configuration) which is assigned to him. This will
also help us to take acceptance of Allotted assets.
• Inventory management-After we will update the Assets master sheet and verify
the details with Finance(will Update all Details like Serial Number, Purchase Date,
Configuration etc.), this will help us to find any gaps/missing of assets.
• Reconciliation of Assets -Final data will be Reconciled according to all invoices
• Assets Tagging -After complete above action we will start tagging of all assets
IT/Non-it, this action will help to find any assets from data.
• Assets Insurance -After tagging and verification of all assets, we will add all
assets to insurance policy.
 Assets Management (IT-Software)

• List of all Software License- Prepare the list of all software and subscription which is using
by team member
• Admin right of Software- Check the admin rights of all software and prepare the list of
license type, username and password
• Payment mode of all license - Check the payment mode of all software Card or Rtgs
• List of all users with software details - Prepare the final list of all software user wise with
payment details
• Reconciliation of Software- Check the all-software licenses user wise to avoid the
unnecessary usage
• Centralize Management of Software License- We will make an Email ID to Control of all
Subscription (Ex.-itops@mylofamily.com)
• Email sent to user for Software license- We will send email to all user for Software usage
confirmation
• Data from finance for Software -We will take all payment details from finance team
regarding the software & subscription
 Assets Procurement

• Procurement Process review-We will develop a purchase schedule based on

requirements of IT assets (including Laptops and other IT peripherals), any
electronic items and any other purchase requirements.

• Price Negotiation-We will take the at least three quotes for same product and
services, and negotiate the prices with selected vendor which would be lower
• Vendor Selection-We will select the vendors, those are agreed with our terms and
condition
• Purchase Order- We will start raising PO after order confirmation
 Printing & Stationary

• Printer Installation-We will track the consumption of Printing expense for three
months and we will hire printer on rent from outside vendors.
• Regular Stationary – Will Make the process for ordering regular office stationery
items, creating adhoc printing requests received from different teams e.g. HR,
Marketing, Letterhead, Envelope, Stamp, Business Card, Logo etc.
 Support Ticket Management System

• Support System for Internal Customer -We will Introduce internal support
system for the internal customer to make the process smoothly, it will be help us to
track the record, and also task will be completed within define SLA, etc.
• Login Credential -We will make the user to all team member and agent to
responsible team member
• Assets purchase request -All request related to Assets IT, No-IT, Software, will be
received through Support system only.
• Internal Approvals-We will take internal approvals, payments, purchase, expense
etc. through internal support system.
• Any request/enquiry related HR/Admin/Finance - After we will receive all the
request related to Admin, Hr, Finance will be raised through internal support
system.
 Vendor Management

• Vendor Selection- In this quarter will improve the vendor Contract and Master
Sheet
• Vendor Verification- We will verify all the details (GST, Registered Office,
Manpower, services etc.) of vendors before signing the agreements with them.
• Vendor Agreements- After we will sign the agreement with all vendors to make
the process smoothly
• Process Implement- After implementing this payment process will be easier, the
account team have a soft copy of all contracts to Check the rates and terms and
condition.
• Payment of Vendors - Follow-ups with vendors, ensure timely receipt of invoices,
checking contents & calculations, attaching supporting mails/tickets etc, capturing
relevant details in bill tracker and submission to finance.
 Payment Process

• Invoice Process-Admin team will share provision data for various expenses
incurred by/under them for past month on/before 3rd of new month. This will help
F&A department to have a rough idea on estimated funds required to clear vendor
dues.

• Payment Tracker-We will make excel sheet and same will be share on drive for
Payment tracking
 Front desk Management
• Deployment Receptionist or Security Guard- Deployment of staff, stiff monitoring, turn-out of
staff, training programs, time to time updates, record keeping etc.
• Courier Management-We will keep all the records related to In/Out corporate office courier
• Material/In-out Management- We will use Gate pass for In/Out activity of items related to
corporate office
• HK Keeping Management- We will make various checklist to Ensure tasks/activities assigned are
executed in timely and perfect manner.
• Pantry Management- We will make various checklist to check the stock and cleaning of pantry
area, time to time feedback from employees, and weekly training to all support staff
• First Aid & General medicine- Maintenance of sufficient and valid stock of items.
• Safety of Premises- Fire Extinguisher/alarm/MCP/Panel, hydrant, sprinkler, Checking, also we will
make the checklist for weekly/monthly/quarterly.
• Record Keeping - Security, Visitor, Material, Courier etc. Fortnightly checks and physical
inspection and verification of all records.
• Pest Control-Ensuring treatment is done per defined frequency in satisfactory manner.
• Horticulture- Maintenance of green plants in all facilities
Q2 - Task
Standard Operating Procedure and
Process (SOP)
Administration

• SOP Introduction- After

complete above task we will roll
out our Administration SOP to
team and after we will complete
all the task according to SOP.

• Thanks !