First steps of office manager

Last updated: 2021-10-05
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How to manage the office and support processes in the company

Welcome to Aptien. We'll guide you through the basics of being an Office Manager. So that you know what is possible in the system and what is not. What you can do and how you can do it. Where it will help you, what it will make easier and where its limits are. Aptien will help you with common operational processes and office administration that you deal with around people and other operational records, specifically allowing you to:

  • keep track of key dates for revisions, inspections or maintenance
  • operational overview of all types of assets, their location and inventory - who has them and where they are
  • asset tagging using QR codes
  • records of assets issued - to whom and when assets were issued or entrusted

It will also allow any other asset context to be maintained - for example, to responsible people or contractors. The system will also allow you to create and manage tasks and activities that arise from the management of the asset, or perhaps keep minutes of activities or meetings that relate to a particular piece of property. 

What it doesn't help with: we are not accounting software. We solve operational processes but we do not help with an accounting view of assets. It doesn't help with capacity planning, meeting room bookings, etc.

What is Aptien?

It is an application for collaboration and communication of people within a company, task and work management and management of various operational company records, company administration, task and work management. It's not just an office management system, it's like an electronic filing system and a company intranet where people can communicate with each other, it's your company notice board and your work desk all in one environment. Unlike traditional applications, Aptien is very flexible and customizable.

How will you work as an office manager at Aptien?

Aptien will help you especially with practical operational records and processes that you deal with on a daily basis as an office manager or that are related to the operation of the office or the movement and communication of people in the company. It's your one-stop-shop for simplifying your overview of what's going on in the company - from organizing events to asset overview or handover reports. Your workspace consists of a basic set of organizers that you customize to suit your needs. 

It's designed to ensure that you have all the essentials in one place in your workspace - documentation, minutes and tasks.

In your office manager workspace, you see 

  • Events - where you can organize everything from corporate events to conferences
  • Certificates - where you can see the validity of any certificates or certifications 
  • Cars - if you have company cars, you'll welcome keeping track of inspection appointments, car insurance renewals, or connecting lease or insurance policies, all in one place
  • Keys and access cards - you're sure to issue keys or access cards to your employees on joining, here's one place to do handover reports 
  • Orders - this is where you create the simple orders you need as an office manager and have the option to print them out 
  • Invoices received - here you can make simple approvals and keep a single organizer of invoices received
  • Companies and Contacts - are directories of companies, i.e. individuals and legal entities. It is a shared organizer across the company from which everyone draws company information. You keep your suppliers here
  • Contracts - this is where you keep a central record of the contracts your company enters into with suppliers 
  • Payment cards - visa, master, but also Fuel cards, in short, whatever you pay with
  • Office equipment - this covers all furniture and equipment in your offices
  • Property and work equipment - here is a list of your assets broken down by type
  • Telephones, phone numbers and SIM cards - here you have the possibility to keep information about the phones and phone numbers that people use
  • Mail - this is where you keep information about incoming or outgoing mail. Easily track and monitor who has what to do 
  • Protective work equipment
  • Computers
  • Buildings, rooms and doors