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OFFICE FUNCTIONING

General
1. The entire administration of the office in terms of House Keeping, maintenance, Security &
work safety rests with the Manager Admin at the Corporate Office
2. The respective Departmental Heads shall be solely responsible for the functional order of their
respective departments and staff .

3. Office Timings
(a) 0930 hrs to 1800 hrs .
(b) In accordance to the corporate standard, work timings for the corporate staff are laid
down to bring standard governance as a company objective to achieve work culture hence
the timings are to be adhered strictly ,
(c) Lunch break- 1330 hrs – 1430 hrs
(d) Tea break - 1000-1010 & 1600-1610 hrs
4. Working on Holidays or at Extended Office Hrs . The staff at Corporate Office may work
on holidays or at extended time if it warrants. Any administrative assistance needed
additionally it should be requisitioned in writing to the Manager Admin by the respective
Staff well in advance .The Manager Admin shall issue necessary directions to the Security
Guard accordingly for closing & locking the Office accordingly.
5. In order to avoid keeping the entire office on with A/c & lights for one or two such staff
personnel at extended office hrs or on holidays it will the endeavor of all to finish off the
daily works at least by 7 pm latest & to avoid working on holidays & at extended office hrs .
6. Dress Code. _________ follows professional ethics in dress code for all, however following
is the practices needs to be followed :-
Men
(a) Monday – to Wed - Formal ( Plain /straight lined shirt, Dark trousers, Tie
& Black/brown shoes . Suite / Blazers may be worn
on formal occasions
(b) Thursday – Friday - Formal without tie
(c) Saturday - Casual ( no slippers)

Ladies - Saree / Salwar Kameez

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7. Working Days & Holidays :-

(a) As per the Company Policy.
(b) While the first & last Saturdays of a month remain working days & rest of the
Saturdays in a month remain holidays
(c)In case of any exigencies of service Corporate staff shall work on holidays as
required at the discretion of the departmental heads.
8. Opening , Closing & Cleaning of Corporate Office.
(a)Office will be closed &opened daily by the Security Guard duly
checked & in presence of the Manager Admin
(a) All the duplicate Keys also will be deposited by all sections at the Duplicate Key
Box under custody & control of the Security Guard.
(b) Cleaning of the work stations & interior/exterior of the Office will be got done by
the HK Supervisor through Office Boys .
(c) While closing the work at respective work stations the Corporate Office staff shall
ensure that all waste papers are destroyed/safely disposed off & all Acs & Lights
are put off.

9.Handling of Keys

(a) Key Issue / Receipt register will be maintained at the Reception by the Security Guards
which will be duly inspected by the Manager Admin regularly

(b) Key lost or found must be brought to the notice of the Manager Admin immediately by the
Security staff.
(c) The Original Keys of the Corporate Office & that of the Work Stations will be deposited in
the Original key box maintained at the Reception duly recorded.

10. Reception
(a) The reception will be manned from 0800 hrs to 1800hrs by a professional
receptionist.
(b) The Security Guard will man the Reception from 1800 hrs – 0800 hrs.
(c) The Reception shall have :-
(i) Effective communication facilities & systems
(ii) Need based information on the Company , Corporate Office &
all employees at the Corporate office with their designations,
whereabouts & contact Nos.
(iii)Visitor Register
(iv)Key Box for duplicate Keys & with Key issue Register.
(v)First Aid Box
(d) Receptionist shall receive & regulate the movement of visitors

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11. Regulating Visitors.

(a) The Manager Admin & the Corporate Office Security staff shall ensure that The Soft Sol
Building Security at the Gate call the Manager Admin / Corporate Office Reception
incase of any clarifications needed on any visitors to the Corporate Office waiting at the
main Road entrance or at the Soft Sol building entrance on ground floor . No call on
subject shall be made by the Soft Sol Security staff to the Director Operations or any
other Staff at the Corporate Office
 (b) Unnecessary flow of visitors to the Corporate Office to be curtailed so that no
inconvenience is posed for to Sol Management.
(c) All the Vendors & Suppliers are to be entertained to the maximum extent by the
Manager Procurement at the Central Store , Rd No 14 Banjara Hills
(d) Unit Managers& Area Managers shall deal with the Manager Admin/HR
Head/Operational Managers at Corporate Office to solve the personal problems of their
staff rather than individual staff personnel from units come to the Corporate Office for
redressal of their problems
(e) All visitors shall make an entry in the Visitor’s register with the reason and
contact details as required for records
(f) Meeting with the Visitor will have to be conducted at the Discussion room only when it’s
found empty or should be waited till found empty
(c) No Visitors are allowed to enter the Corporate Office.
(d) The Receptionist/Security Guard will coordinate with the Manager Admin
& allot the Discussion room accordingly
(a) No Visitor shall be made to wait at the reception for more than 30 minutes Respective
officials whom they want to meet shall be reminded by the Receptionist accordingly.

12. Visitors to The Director Operations/Visiting Directors The Receptionist shall receive them
on arrival & make the Security Guard to escort the Visitor to the respective Cabins of the Director
Operation& Visiting Director’s Cabin.

13. . Access Card Control

(a) The Corporate Office employees & other designated officials of Compass only will have
access to their respective work areas and no one else.
(b) Every employee will have to make a recording on a Bio-Matric attendance recording
system which shall be considered as final pay-roll .
(c) The Bio-metric machine will be placed at the entrance of the main door to the office and
will act as key for entering the office
(d) Every employee will be issued an ID card and is expected to wear it all times on duty

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14. Attendance Recording:-

(a) The attendance of the staff shall be calculated from the record obtained
from the Access Card punched in & out by each staff while reporting for
duty & when departing from duty.
(b) Manager Admin /Manager (Personnel ) shall maintain the attendance
record for all Corporate Office staff

15. Work Stations functioning procedure

(a) All Work stations shall be equipped with Computers.
(b) Staff shall shut off system & Lock the side cup boards while leaving the seat
(c)Confidential matters will not be displayed on the side clip Board
(d) It will be ensured that no confidential /official papers are left open for
access by any one while disposing off waste papers from work stations/other
wise
 16. Custody of Documents .

(a) Documents pertaining to each department shall be kept under lock &
key & indexed at the side cupboards at respective work desks by each
staff.
(b)All important documents such as Contract Agreements, Lease Deeds etc & the related working
files shall be under the custody of respective Heads of Departments like Operations, Finance ,
Administration, HSE etc & shall be kept under lock & key .

17. Printing & Xeroxing

(a) Required work shall be requisitioned by Dept Heads to the Manager

Admin who will ensure Xeroxing/printing done centrally through the
machines kept under his custody & check.
(b) Absolute austerity will be ensured by all in getting Xeroxing or printing
done
(c) Printing & Xeroxing shall be made purely for official requirements &
not for personal requirement.
18. Waste Paper Disposal

(a) All waste papers will be collected from respective Work stations by the Office Boys ,
shredded under the supervision of Security by using the Shredder kept in the area .
(b) All staff personnel shall ensure that no confidential /official papers are left open
for access by any one while disposing off waste papers from work stations/other
wise

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19. Usage of Cell Phones /Intercom/Land Line inside the Office

(a) Keep Cell Phones on silent mode

(b) Converse silently without disturbing others..

20 Office Stationery
(a) The Budgetary provision shall be made for the Corporate Office towards the expenditure on
Stationery with sub allocation for each dept in the Corporate Office.
(b) The demand & issue of stationery for respective Work stations & cabins shall
be ensured by respective Department heads coordinating with the Manager
Admin who shall account for such expenditure in strict adherence to the
budget allocation made on subject for Corporate Office & sub Sections in
the Corporate Office
(c) Stationery shall be issued to Depts based on the indent signed by Dept Heads.
(d) Strict austerity measures will be ensured by all on the use of stationery so that
expenditure incurred by each department is with in the budgetary allocation
on subject for their respective dept.
(e) Minimum stock of required stationery items for a week shall be kept under the
custody of Manager Admin & Accounted for
 (f) As a policy a basic scale for the use of stationery items per week/month by each staff/dept
shall be worked out by Manager Admin in coordination with the Departmental heads &
adherence on policy will be ensured.

21. Functional Orders of Cabins , Board Room & Meeting Room

(a) Manager Admin &shall ensure that the Cabins ,Board Room & Meeting room
are always maintained clean & the facilities inside are functional
(b) The respective PAs shall ensure functional order of cabins
(c) Allotment of Discussion Room& Board Room for usage when required shall be
done by Manager Admin/State Head Operations
(d) Board Room shall not be used by any for routine discussions/office works.
(e) The amenities to be placed at board room at all times as given below shall be
ensured by the Manager Admin:-
(i) LCD Projector
(ii) Video conference Facility
(iii) Phone ( Cordless )
(iv) Water glass and coaster
(v) Paper napkins
(vi) Pencils and scribbling pads
(vii)Mineral water bottles
(viii) Mouth freshener
(ix) Bites and biscuits
(x) Can beverages ( Non-Alcohol )
(xi) Assorted fruit juice tetra pack

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22. Communication
(a) Land Lines shall be established for :-
(i) Reception
(ii) Board Room
(iii) Director’s Office
(iv) Visiting Director’s Office
(v) Fax
(b) Eighteen Extension lines shall be given for Work Stations with low
volume/beep facility
(c) Wi-Fi in Office
(d) Need based &department wise Air Tel broad band internet connection