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Administrative and Office Mgt.

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1. How can you build a good relationship with your boss/manager/superior?
Answer:
a. Put yourself in your boss’s shoes. Figure out the challenges your boss will encounter that day and be prepared to offer solutions. Anticipate the questions that your supervisor may ask about your work or a project and have thoughtful answers or next steps for them to take. Thinking ahead can really show that you’re an invaluable team member.
b. Show value. They hired you for a reason, so make sure that you’re adding value to the organization and/or position. Bosses want employees not only to agree with them, but also be willing to speak up about the realities and challenges in the business that need to be addressed. Be the person that speaks with facts, confidence and reasonable suggestions that produce results. This builds your boss’s confidence in you.
c. Know when and how to communicate with your boss. Learn how your supervisor likes to communicate and receive communication, and mimic this style.
d. Ask for feedback. Don’t be afraid to ask your boss for feedback. Don’t assume that your work isn’t valued because your manager is juggling multiple deliverables and not spending as much time with you as you’d like.
e. Get to know your boss personally. You don’t need to be friends with your boss or hang out with them on the weekends. However, it couldn’t hurt to ask them how their weekend was, or find out what their hobbies and interests are outside of work.
f. Offer to help. You should ask as your boss if they need help on any projects. Many bosses have a full plate, and sometimes will not speak up about needing help. So during conversation, ask them if they need a hand with anything.
g. Keep your supervisor informed. Don’t hide behind obstacles or mistakes; just keep your supervisor informed along the way. Whether things are going well, or not so well, you’re building mutual trust and integrity if you keep your supervisor in the know.
h. Under-promise and over-deliver. Put your best foot forward to exceed your boss’s expectations.
i. Show your boss respect. Even if you don’t like your boss, respect them.
j. Establish a line of open communication. If you are honest and communicate openly with your supervisor, this will help build transparency and trust in the relationship.
2. Discuss what is traditional office and state of the art office space.
Answer:
A traditional office space has paper-based filing systems, which may include filing cabinets, folders, shelves, microfiche systems, and drawing cabinets, all of which require maintenance, equipment, considerable space, and are resource-intensive.
A state of the art office space uses technology for more efficient work. Workers use computers, photo copy machines, printers and blue tooth services to make work easier and faster. Files are kept in digital forms. The machines and equipment are strategically places to provide the most convenience of the workers. Individual working space is provided and it is an open floor plan to monitor workers performance as well as to make working more dynamic and interactive.

Develop duties and responsibilities of the following positions in an organizational structures:  Top Management (any of the positions: President, VPs, or CEO)  Middle and supervisory Level Management (any of the positions Head of Production, Human Resource Dev’t Head, Head of Finance, Accountant, Auditor etc.)  Lower level positions (clerk, secretaries, staff etc)
Answer:
CEO
Duties & Responsibilities * To submit to the Company's Board the necessary proposals and suggestions as to fulfill the Company's objectives To draft the Company's annual report within three (3) months from the end of every fiscal year. * To execute the decisions of the Board. * To draft contracts of a financial nature up to the value defined by a board decision. * To initiate to the board on all items on the agenda, with the additional capacity of initiating issues outside the agenda for decision making, in accordance to the ordinances of the law and the Company's statutes. * To monitor the Company's daily operations, as well as to supervise the undertakings of each of its operational units and organizational sectors, as well as the discharge of duties of the Company's employees in all areas.

Human Resource Manager * Developing HR planning strategies with line managers by considering immediate and long-term staff requirements * Recruiting staff by preparing job descriptions and job adverts; deciding on how best to advertise * Shortlisting applicants for interview using a variety of selection techniques including psychometric testing Interviewing shortlisted candidates * Advising on pay and other issues, including promotion and benefits; administer payroll and maintain staff records * Listening to grievances and implementing disciplinary procedures

Auditor * collating, checking and analysing spreadsheet data * examining company accounts and financial control systems * gauging levels of financial risk within organisations * checking that financial reports and records are accurate and reliable * ensuring that assets are safeguarded

Secretary * Managing diaries and making appointments * Booking rooms and travel arrangements * Preparing and distributing papers and documents for meetings * Taking minutes * Dealing with post * Drafting letters and other documents, such as PowerPoint presentations * Maintaining filing systems

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