To ensure smooth operation of the office Administrative Assistant needs to make sure to check basic office supplies stocks and restock them when necessary. This SOP will explain the process of restocking office supplies.
How to restock daily office supplies
1. Identify when daily office supplies need to be restocked (not much milk left, paper, etc.).
2. Using company online shop account, check the current cost of the daily office supplies for the required quantity using the link to the online shop and add the supplies to the cart.
3. Confirm the intended purchase with HR Manager.
4. Send a comment in task "Office Purchasing" to Accounting Dept. to transfer the required amount, indicate the purpose in the comment.
5. Once money transfer is made, make the purchase through company online shop account, request the fapiao.
6. Once the supplies are delivered to the office, check if everything is correct. Move the supplies where they should be located.
7. Organize all the fapiaos by month and provide to Accounting Dept. every month.
How to purchase other office supplies
1. Once a task "Office Purchasing" to make a purchase related to office supplies is received in the inbox, read it carefully to understand what is required.
2. If the task contains a link to online shop, open the link using company account and add the goods in required quantity to the cart.
3. If the task does not contain a link to online shop, open the online shop from the company account and check order history. If history has the record of previously bought required supplies, add it to the cart again.
4. If the task does not contain a link to online shop, and the product has never been bought before, check the budget with the requester and search the product. Provide several options to the requester via task and have them confirm which one to buy.
5. After the product is confirmed, add it to the cart in the required quantity.
6. Inform Accounting Dept. via task of the total amount for the required purchase and purpose, and ask Accounting Dept. to transfer the money to make the purchase.
7. Once the money is transferred, make the purchase using company online shop account. Request the seller to issue fapiao under company name.
8. After the purchase has been made, follow up about the delivery time.
9. When the products are received in the office, check if everything is correct. If something is not correct or the goods are damaged, contact the after-sales service and return the goods to the shop. Request the shop to send again (or make the purchase again after refund).
10. Organize the fapiaos per month, and provide to Accounting Dept. in the end of the month.
11. Pass the delivered products to the relative department that requested the purchase.