To ensure smooth operation of the office Administrative Assistant needs to help with arranging company trips and events. This SOP will explain the process of how to arrange trips and events.
How to arrange company trips
1. Any Department manager that requires a trip will send a task to Administrative Assistant to help to organize it. Department manager will include details in the task, such as participants, destination, dates, etc.
2. Check the information in the task and use Ctrip or similar app/website to search the flights/train tickets. Check the options and discuss with Department manager to choose the final one.
3. Collect the ID/passport information from every participant and calculate the total amount for all the tickets.
4. Send a task to Accounting Dept. to inform total amount and purpose of transfer.
5. Once the money is transferred, book the tickets. Request the fapiao (if applicable).
6. After tickets are booked, inform the Department manager via task.
7. Organize the fapiao per month, or collect the train tickets after the trip. Provide to Accounting Dept. at the end of the month.
Note: Normally there is no need to book the hotel, but if it is required Department Manager will inform about it. If it is required to book a hotel, check with Procurement Dept. if any vendor can recommend a hotel in the area.
How to organize an event
1. HR Manager will send a task to Administrative Assistant to help to organize a company event. HR Manager will include details in the task, such as place, date, any special requirements, etc.
2. Check the information in the task and discuss with HR Manager the details.
3. Make the necessary appointments or booking.
4. Send a task to HR Manager to inform that appointment/booking is made, and any additional information.