ANNUAL ACTIVITIES

REPORT
FY – 2075/76
 ADMIN TEAM
PRAMOD KUMAR KSHETRI

BRANCH HEAD

RAVINDRA SHRESTHA

ADMIN CHIEF

RAVI KUMAR KHATREE RAKESH KUMAR GIRI SMRITI SHARMA SWETA THAPA
SUPERVISOR FRONT DESK FRONT DESK
ADMIN ASSISTANT
TOOLS & W/S EQUIP. BIR BRANCH GND BRANCH

JITU SAH SONAR JITU SAH SONAR SANJAY PRASAD KURMI

OFFICE ASSISTANT OFFICE ASSISTANT
DRIVER
BIR BRANCH PIP BRANCH

SARITA GIRI GUDDU MANDAL PRATIKSHYA ADHIKARI

HELPER HELPER HELPER
OUTS SOURCE OUTS SOURCE OUTS SOURCE
 OVERVIEW & OBJECTIVES OF
ADMINISTRATION & ADMINISTRATOR

The “Administration” and “Management” go both Hand in Hand.

However, there lies the difference between both of them pertaining to their
functionalities in organization and the Standards of the Organization. If the
company is a Mid size, the personnel should both act as a Administrator and
as well as Human Resource Personnel.

Administration is a body comprised of people in different positions

with various functions. It is one of the core Branch of Management who
serves to foresee the functions of a business or establishment.

Administrator is a person who administer or

handle the affairs of an organization & provides administrative
infrastructure to support the pursuit of excellence.
 CORE FUNCTIONS & OBJECTIVES
Management of Office Systems.
Management of Office Environment.
Management of Office Equipment
Management of Records.
Maintenance of Office Stationery & other material.
Petty Cash Handling.
Management of Space.
Maintenance of Office Equipment.
 ADMIN RELATION
&
FUNCTION TEAM

ACCOUNTS SALES

ADMINISTRATION

SERVICE
LOGISTIC &
SPARES
 FIXED/SUNDRY ASSETS
AGNI-PRATIMA CHOWK
• Purchase water dispenser for 1st floor and showroom area.
• Purchase trolley music system for multipurpose.
• New furniture setup at reception and sale.
• Purchase new chair for meeting hall and staff also.
• Purchase new ceiling fan for Laxman sir.
• Purchase items for office staff such as keyboard, mouse, Pen drive, data cable, office
bag, rain coat etc.

AGNI-GANDAK
• Construction of Showroom with full setup.
• Complete setup telephone, internet and electrical wiring
• Complete setup showroom with tiles, painting, toughen head glass at every shutter
• 3 units AC purchase and fitting
• Bio Matric attendance machine purchase and fitting
• Furniture making such as working desk, rack, tea table, sofa set etc
• CCTV camera purchase and fitting
 FIXED/SUNDRY ASSETS

• Purchase 1 unit Water dispenser

• Purchase 1 unit 2000 ltr water tank
• Purchase 1 unit LED TV for showroom area
• Purchase 1 unit 50kva Generator from Agni Energy
• Purchase 5 units revolving chair for staff and 6 units visitor chair for customer
• Purchase 1 unit gas cylinder with cylinder for kitchen use
• Purchase and setup EPABX system with NCELL Sim card when NTC office unable to
provide telephone line to us
• Placed fire extinguisher at showroom area
• Purchase 1 unit 185 ltr refrigerator
• Manage to purchase 1 unit motor bike for Sales person
• Manage to purchase 1 unit motor bike for Mr. Sitaram Sah.
• We have purchase many items such as plastic chair, TV stand, wall clock, bucket, bag
and router for NCELL sim card (EPABX System)
 FIXED/SUNDRY ASSETS

BAW-PRATIMA CHOWK
• Complete setup 5-seater inbound warehouse office.
• Making notice board for workshop use.
• Shade making at warehouse inbound warehouse.
• Monitor purchase for office staff.
• Water dispenser for floor staff, customer lounge.
• SMART LED TV purchase for customer lounge.
• Purchase pneumatic gun and FRL for workshop
• Purchase revolving chair for office staff
• Purchase network printer for warehouse.
• Purchase Cisco Switch for arranging all network cable.
• Purchase metal switch rack for Cisco switch.
• Purchase some items such as safety boot, safety helmet, safety goggle for technician, rain coat
for washing staff ad office staff, laptop bag, keyboard, mouse etc.
• Purchase washing gun, washing hose many times
• Wall clock for office, workshop.
• Purchase tea kettle for distribution tea at floor and warehouse.
• Purchase workshop hand tools and electrical tools.
• Making seating stool for technician.
 FIXED/SUNDRY ASSETS
BAW-PIPRA
• Install intercom system with NCELL sim for outgoing and incoming call.
• Making seating tools for technician.
• Interlock block fitting.
• Purchasing workshop equipment such as bench vice, bench grinder.
• Placed fire extinguisher workshop, office and DG area.
• Proceed for purchasing scooter/bike to staff in office loan facility.
• Purchasing different items such as wash hose, safety helmet, safety goggles, rain coat,
tools (hand tools, electrical tools), tea cup etc

BAW-GANDAK
• Construction of Workshop Shade and Office with full setup.
• Purchase workshop equipment such as Maini, Workshop crane, compressor, washing
pump, pneumatic gun, air gun, type inflator machine, bench grinder, bench vice tool
box, torque wrench etc.
• Purchased wheel dustbin for different area
• Completer setup service office, spare outlet, engine room, changing room, electrical
room, warranty room with furniture, painting, electrical, internet, telephone wiring
 FIXED/SUNDRY ASSETS

• Purchase workshop equipment such as Maini, Workshop crane, compressor, washing

pump, pneumatic gun, air gun, type inflator machine, bench grinder, bench vice tool
box etc.
• Setup water supply and water supply
• Purchased wheel dustbin for different area
• Completer setup service office, spare outlet, engine room, changing room, electrical
room, warranty room with furniture, painting, electrical, internet, telephone wiring
• Purchase 5 unit visitor chair for customer and 9 unit revolving chair for staff
• Purchased 2 units airport chair for customer lounge
• Purchased 2 units water dispenser
• Purchased 1 unit steel locker for mechanic room
• Purchased 2 unit printer for service and outlet
• Purchased stand fan and wall fan
• Purchased angle rack and adjustable angle rack
• Purchase battery for electrical room
• Purchase AP device for workshop area
• Purchase white board for training purpose
• Purchased hand tools and electrical tools
• Purchased safety boot, safety goggle, safety helmet for workshop technician and
washing technician
• Purchase bag, wall clock, plastic chair etc.
 REPAIR & MAINTENANCE
AGNI-PRATIMA CHOWK
• New electrical, telephone and internet line setup at showroom area.
• New electrical, telephone and internet line setup at meeting room table.
• Changed damage electrical bulb of office/building.
• Interior and exterior painting work of office/building.
• Showroom area's sofa-set repairing.
• LED TV setup at showroom area
• We have repaired fur-fix, office equipment such as sofa-set, a/c etc.
• We have extend the size of customer lounge, tiles fitting, new electrical line setup.
• Granite fitting at main gate.
• We have repaired office drain.
• Changed blind parda of office.
• Supply water supply from boaring to water tank.
• Setup new electrical power socket and internet point to every desk.
 REPAIR & MAINTENANCE
BAW-PRATIMA CHOWK
• R&M workshop equipment such as washing lift, maintenance bay, washing pump,
compressor, workshop crane, FRL and scheduled check up and lubing work done as
regular basis.
• R&M fur-fix such as chair, working desk.
• Electrical line maintenance work is done as per requirement.
• Replace damage and old CFL bulb by LED Bulb.
• Arranging all network cable and power socket.
• cartoon tape with Mahindra logo.
• Purchase bubble wrapper for warehouse dept.
• Cota stone fitting at workshop area.
• Setup new water supply pipe at workshop washroom.
• R&M workshop washroom and setup 1 unit extra bathroom and 4 units urinal.
• Purchase cartoon box for warehouse logistic dept.
• Purchase cartoon bin for rack.
• Making drain jail for workshop drain.
 REPAIR & MAINTENANCE

BAW-PIPRA
• &M office equipment and workshop equipment such as air supply, washing lift,
washing pump, maintenance bay/lift etc.
• R&M electrical line when problem arises.
 OTHER ACTIVITIES
• ORGANIZED PICNIC PROGRAM AT MAKWANPUR GADHI
 MISCELLENEOUS

• CELEBRATION OF BISHWAKARMA POOJA ON 1ST ASHWIN 2075.

• CELEBRATION OF BISHWAKARMA POOJA ON 1ST ASHWIN 2075 AT PDI
• ARRANGEMENT & CELEBRATION OF DIPAWALI (LAXMI POOJA) ON 3RD NOV 2013
 OTHER ACTIVITIES

With coordination with different Department we have organized below

listed program:
• BEST TECHNICIAN AWARD
• TECHNICIAN TRAINING
• DRIVER MEET
• FREE SERVICE CAMP(FD)
• FREE SERVICE CAMP (AD)
 TARGETS
&
ACHIEVEMENTS
 TARGETS & ACHIEVEMENTS SHRAWAN 2076
Fixed Asset & R/M Fixed Asset Action Taken & Achievements
• Shoe rack for technician • Work in Progress.
• To design & modification service dep. • Currently panning to put Back Drop Logo in
Customer Care Reception Area.
• Portable welding machine • Work in Progress, Provided within Bhadra 2076.

• Hydraulic press • Searching

• Arranging scrap area • Work in Progress
• Revolving chair for Mr. Jay kr. Ojha • Already Provided
• Complete setup dent paint room for new • Is on final stage
machine installation
• Repair workshop shade and shade drain • Completed, remain to fix some leakage.
• Repair remaining 2 units’ fan of w/s and 1-unit • Sent for repairing, Work in Progress
fan of electrical room
• Manage electrical panel box of main line • Work in Progress
TOOLS & EQUIPMENT
Tools Provided to: (BIR Location)
1. Mr. Kishori Tiwari + Brajkishor Thakur
2. Mr. Harinarayan Mukhiya
3. Mr. Chandan Kumar
4. Mr. Raghunanadan Chaudhary
5. Mr. Dharmaraj Prasad Mahato + Karan Kumar Ray Bhar
6. Addind in Workshop - Rakesh Kumar Giri (Tools Room)
7. Addind in Workshop - Rakesh Kumar Giri (Tools Room)
8. Addind in Workshop - Rakesh Kumar Giri (Tools Room)
9. Provided to Denter
10. For Field Service - Rakesh Kumar Giri (Tools Room)
Tools Provided to: (PIP Location)
1. Mr. Bimlesh kumar Shah
2. Mr. Rakesh kumar Kushwaha
3. Anil Patel – Electricial (Normal Tool Box)
4. Upendra Mukhiya (Normal Tool Box)

Tools Provided to: (PIP Location)

1. Mr. Ramkailash Ray + Dharmendra Raut Kurmi
2. Mr. Sahdev Mukhiya Bin + Ramashankar Prajapati
3. Mr. Ramadhar Raut + Dinesh Prasad Yadav
4. Mr. Om Prakash Kurmi
5. Mr. Rakesh Kumar Giri - Tools Room
 Tools Inventory Record Staff Name = Rohit Lal Dahit + Chandan Kumar
S.N Missing Items Name Missing Items Description S.N Excess Items Name Excess Items Description
1 Combinations Spanner 8,12,11,13,27 mm 1 Outer Nose Plier 1 Unit
2 Hexagonal socket 10,12,12,14,15,18,30 mm 2 Hexagonal socket 17,21,23,27 mm
3 Deep socket 10,19 mm
4 Screw Driver(+) 8 mm Blade Missing(1)
5 Adjustable Spanner Missing (1)
6 Speed Handle Missing (1)
7 Centre Punch Missing (1)
8 Screw Driver 2 in 1 Missing(1)
9 Star Alenkey Set Missing

Staff Name= Dharmaraj Prasad Mahato + Karan Kumar Ray Bhar

S.N Missing Items Name Missing Items Description S.N Excess Items Name Excess Items Description
1 Ring Spanner 28*29 mm 1 Ring Spanner 24*27(2),25*28, mm
2 Deep Socket 14,16 mm 2 Combination Spanner 14 mm
3 Extention Bar 2" Light Missing(1) 3 Hexagonal Socket 8,24,26 mm
4 Reducer Socket Missing(1744 no.) 4 Outer Nose Plier 1 Unit
5 Flexible Handle Missing(1)
6 Vice Plier Missing(1)
7 Screw Driver(2 in 1) Missing(1)
8 Centre Punch Missing(1)
9 Hexagonal Socket 19 mm Missing(1)
10 Plier Mising(1)

Staff Name = Harinarayan Mukhiya + Lalbabau Mahato

S.N Missing Items Name Missing Items Description S.N Excess Items Name Excess Items Description
1 Double Ended Open Spanner 6*7,21*23 mm 1 Double Ended Open Spanner 30*32 mm

Staff Name = Kishori Tiwari/Brajkishor Thakur

S.N Missing Items Name Missing Items Description S.N Excess Items Name Excess Items Description
1 Combination Spanner 11,11,12,17,22,20*22,12*13,21*23 1 Combination Spanner 6,21 mm
2 Double Ended Open Spanner 6*7,6*7,24*27,28*30,21*23,25*26 2 Ring Spanner 25*28,8*9 mm
16*17,14*15,10*11,16*17 mm
1/2*9/16,3/4*5/8 inch

3 Screw Driver(-) 8 mm Blade Missing(1)

4 Screw Driver(+) 6 mm Blade Missing(1)
5 Sliding T-Handle Light Missing(1)
6 Reducer Socket 1713,1742,1744,1744,1754 No.
7 Small Socket Set Missing(box)
8 Screw Driver(2 in 1) Missing(1)

Staff Name= Raghunandan Chaudhary

S.N Missing Items Name Missing Items Description S.N Excess Items Name Excess Items Description
1 Double Ended Open Spanner 14*15 mm 1 Double Ended Open Spanner 24*27 mm
2 Combination Spanner 8,13,16,19 mm
3 Deep socket 10 mm
4 Ball peen hammer 500 gm
5 T-handle
Equipment's Detail: (BIR Location)

1. 4 Post Hydraulic Lift – 2 Unit

2. 2 Post Hydraulic Lift – 3 Unit
3. PU4 Hydraulic Lift – 2 Unit
4. Washing Pump – 2 Unit
5. Screw Compressor 15 HP – 1 Unit
6. Wheel Alligner Machine
7. Tyre Inflator Machine
8. AC Gas Recovery Machine
9. Welding Machine
10. Maini Pallet Truck
11. Hydraulic Jack – 2 Unit (Crocodile Jack)
12. Workshop Crane
13. Battery Charger
14. Grease Pump
Equipment's Detail: (PIP Location)
1. 4 Post Hydraulic Lift – 2 Unit
2. 2 Post Hydraulic Lift – 2Unit
3. PU4 Hydraulic Lift – 3 Unit
4. Washing Pump – 3 Unit
5. Screw Compressor 7.5 HP – 1 Unit
6. Tyre Inflator Machine
7. Maini Pallet Truck
8. Hydraulic Jack – 1 Unit (Crocodile Jack)
9. Battery Charger
Equipment's Detail: (GND Location)

1. Washing Pump – 2 Unit

2. Piston Compressor 7.5 HP – 1 Unit
3. Tyre Inflator Machine
4. Maini Pallet Truck
5. Hydraulic Crane
6. Battery Charger
7. Grease Pump
Content

• Duties and Responsibility

• Problems & Solution
• Plan
 DUTIES AND RESPONSIBILITY

• Maintain stationery record of BAW & Agni.

• Issue fuel coupon of office staff and office vehicle.
• Log book maintain of generator and office vehicles
• Bill posting of office, stationery, fuel, water and cable expenses and courier,
transport, kitchen related expenses.
• Issue vehicle gate pass, fixed assets gate pass and sooty gate pass
• Maintain petty cash of BAW and Agni.
• New staff account opening and manage for Pan card.
• Attendance of Outsource staff.
• Courier receiving and courier dispatching.
• Supervise the official sanitation.
• Manage and coordinate for official equipments repairment.
Extra Activities
Coordinated to Purchase and R/M as per need such as general sundry items, stationeries,
Office use material, Kitchen Material, R&M of AC, Printer, Fixed Asset, Telephone Lines
etc.

Coordinated to provided Tetanus Vaccine, to organize different events, worship program,

Trainings, etc.
 PROBLEMS & SOLUTION
Due to load of administrative and front desk work,
hassle on receiving phone calls.
Due to bill delay by vendors, kills more time on bill
posting.
Not having cash requisition with payee.
Not providing proper quantity of Diesel by Manoj
Oil.
Bill mix up of Gandak, PDI and Birgunj branch.
Delay update of stock out of postal tickets.
Need one staff for support.
Bill should have send twice in a month.
Cash requisition should be mandatory for every staff
and submit bill within 2 days.
Minimum stock should have be 100 ltr in office.
Should make Stamp for Gandak and PDI.
Should update stock before 2 days.
 Plan

• Cleaning & sanitation should be done on mandatory

basis. For which, every Friday we as a team will
participate together on Cleaning Campaign.
• Stock will maintain on highly priority .For smooth
supply, we admin team are going to develop demand
& supply sheet for betterment.
 Content

•My Activities
•Fixed Assets
•Repair & Maintenance
•Extra Activities
 My Activities

• Showroom Inauguration
• Workshop Construction
• Workshop Inauguration
• Ground Manage - Paver Block
• 4inch Water Boring

Fixed Asset

• Fan
• Compressor
• 50 KVA Generator
• ENAUGURTION OF TRACTOR SHOWROOM AT GANDAK ON 26TH ASHOJ 2075.
• ENAUGURTION OF TRACTOR WORKSHOP AT GANDAK ON 7TH BAISAKH 2076.
 Repair & Maintenance

• 1. Showroom Glass
• 2. Washroom
• 3. Service Room A/C
• 4. 3 Phase Electrical Line
• 5. Store room LED bulbs
• 6. Showroom Led Bulbs
• 7. Hand pump & Motor
• 8. Agni Logo & Hooding Board
• 9. Showroom A/C
• 10. Showroom & Store room Printer
• 11.Office Camera Fitting & Maintenance
• 12. Purchased Accessories for washroom

Extra Activities
• Technician Meet
• Driver Meet
• Customer Meet
• Tractor Demo
• Cleaning Campaign
Plan for Bhadra 2076
TOGETHER WE CAN MAKE A DIFFERENCE
OBSTACLES
 ANY
ADDITION ?
CORRECTION ?
SUGGESTION ?