AHO specialist - who is it? Administrative department: structure, employees, management. Aho decoding and functions Interaction with other units

Any organization must work as a single harmonious organism in order to achieve maximum results of its activities. In large and medium-sized companies, employees must ensure safety at work, comfort, and all necessary consumables. AXO.

This division is created to control and ensure the high performance of the entire enterprise. Therefore, it is very important to have qualified specialists of the administrative and economic department, able to cooperate organically with all other departments.

What it is

AXO - administrative department. It is created in all companies where the number of employees is more than 100 people. Large firms (corporations) have internal divisions in the department.

They are responsible for performance of every employee in the organization: calculate the quantity and purchase consumables, are responsible for the order, cleanliness of the premises and in the field, ensure the safety and comfort of workplaces.

There are the following divisions of AHO:

social and domestic;
material and resource;
planning and settlement.

When applying for a job at AHO, such quality, as efficiency, stress resistance, leadership skills, organizational experience, the ability to quickly find several alternative ways to solve one issue, decency, honesty.

Pass through the economic department large sums of money. That is why it is so important that candidates for any of the positions in the unit meet all the requirements.

Why is the department created?

In small enterprises, all economic functions are assigned to the director or chief. He can also entrust the solution of emerging issues to the secretary or office manager.

A full-fledged AHO is being organized already in larger companies. He is able to create all favorable conditions for work. But one person cannot cope with all issues, therefore, the head of the administrative and economic department is subordinate to whole team: maintenance engineers, economists, security guards, cleaners, cloakroom attendants, couriers, freight forwarders, drivers and others.

AHO specialists depend on the specifics of the company, type of activity, territorial location, size.

The department is created to solve next tasks:

purchase, storage, issuance of various items and valuables necessary for the work of all employees of the company;
repair of premises, damage to property;
compliance with the norms and rules of fire safety, control over the implementation of all recommendations;
financial responsibility for the values of the company;
search for companies providing all utilities;
conclusion of contracts for the provision of wired telephone communications, cellular communications, the Internet, and utilities;
providing employees of the company with all the necessary values for effective work;
control over the condition of the premises, elimination of all problems - timely repairs, technical work, cleaning of offices;
organization of comfortable conditions for the rest of employees, provided for by the legislation of the Russian Federation;
control over the security of the building, premises, employees

General provisions

Any enterprise has regulations on the administrative department. In part, it may vary slightly depending on the type of activity of the company, size. But many provisions are the standard norm, the same in all companies. Here are some of them.

The regulation defines the basis for the structuring of the ACS, functions, rights, tasks, responsibilities, purpose, goals, instructions.
AHO carries out and organizes the administrative and economic support of the company, and also solves all material and technical issues.
The department is an independent division. Reports to the director or his deputy.
All work must be fully guided by the laws, acts of the Government of the Russian Federation / President of the Russian Federation / Constitution of the Russian Federation.
The department is obliged to comply with acts, rules for housekeeping, know the norms for the maintenance and operation of the premises, the entire building, carry out repairs on time, monitor the condition of technical equipment, follow fire safety procedures, monitor compliance with sanitary and anti-epidemic regimes.
Qualification requirements for the head of the ACS and other employees, their rights, functions, duties are indicated in the job descriptions, which are approved by the head of the enterprise.
ACS, within its competence, interacts with all departments, divisions of the firm/company/enterprise. Also, if necessary, carries out its work, cooperating with third-party organizations, their divisions.
For non-compliance with job descriptions, lack of labor discipline, any employee may be fined by his immediate supervisor, or measures are taken against him, provided for by the legislation of the Russian Federation.
The administrative and economic department should have a head with a high degree of professionalism and organizational skills. Experience, education, other requirements are determined by the head of the organization.

Details on the head of the AHO are presented in the video.

Job Responsibilities

The economic support of the organization is carried out huge team of specialists. The number of employees depends on the type of activity. On average, a company with more than 1000 employees needs at least 15 AHO specialists. According to the professional level, they are divided into three levels:

Technician, carpenter, electrician, plumber, cleaner, cloakroom attendant, driver, power engineer, secretary, specialist, engineer.
Leading specialist, chief engineer, head of AHO, administrator.
Head of the enterprise, deputy director, head of the ACS, technical director.

Chief person of the department Chief(depending on the activity of the enterprise, its size, this may be a chief engineer, administrator or leading specialist). The managerial position is occupied by a person with experience.

Experience - at least 5 years. He reports to the General Director or his deputy. The boss must have special knowledge, solve the most important issues. He has the right to sign documents, represents the interests of the direct director of the company.

The head of the AHO should always be aware of:

the Labor Code of the Russian Federation and the exact internal regulations of the organization;
all structural divisions, features of their mutual cooperation;
norms and rules of labor protection;
all acts, orders, instructions, resolutions of the higher management regarding the conduct of administrative and economic services;
team management rules, labor organization;
the boss must have at least minimal knowledge of economics, management, and material reporting;
know the procedure, terms for reporting and maintaining time records;
operation and maintenance of organizational and computer equipment;
business communication skills, drafting contract documentation;
the order of purchases, the place and quantity of the purchased inventory and equipment for the company;
have knowledge of the organization's history and development prospects.

The head of the AHO himself has the right to determine the penalties for his employees, distribute vacations, give permission to leave the workplace in case of unforeseen circumstances. He also fully controls the execution of all assigned tasks, attracts contractors, controls the purchase of inventory, develops repair plans and much more.

Job Responsibilities of the Head of AHO:

Monitors the work of employees, distributes duties between them, monitors the execution of all job descriptions.
Conducts recruitment for the administrative and economic division.
Controls the operation of technical equipment - elevators, ventilation systems, lighting devices.
Organizes plans and works for the repair of internal premises, the entire building. Supervises landscaping activities. This applies to both the constant care of the yard, corridors, and decoration during the holidays, important events.
Controls the execution of the necessary documents for the provision of services from third-party service organizations. The head signs the contracts, maintains financial statements, monitors their compilation.
Responsible for the distribution, purchase, storage, integrity of work equipment, technical equipment.
Provides a rational distribution of the allocated budget, planning of expenses for the technical needs of the organization.
Updating, implementation, distribution of new means of communication, fire protection items, organizational equipment, work equipment.

On the shoulders of the chief responsibility for the complex mechanism of a huge building (or several). It ensures the comfort of all employees. This concerns the provision of the workplace itself, quick access to it, all the little things for an effective result, cleanliness and order in all areas of the building, aesthetic repairs around, bright lighting, warmth in the cold season. Any malfunctions of the equipment should be dealt with by the staff of the AHO.

Specialist - engineer / administrator / manager have the right to:

request information from other departments regarding issues of an administrative and economic nature;
punish employees for violations, report this to higher management;
take the initiative in improving the work of the organization in the field of technical and administrative services;
to comply with all rules and regulations, require management to provide the necessary conditions;
assess the quality of work of their subordinates.

Rights, functions and responsibilities

AXO provides activity of all other departments. Every company has its own characteristics. But the functions of the specialists of the administrative and economic department are practically the same everywhere. Namely:

ensuring large purchases of any equipment;
purchase, distribution of stationery;
supply of all employees with office equipment, household items, furniture;
operational actions to repair equipment, prevention from breakdowns;
document management, databases, technical files;
cleaning, repair, decoration of premises;
improvement of the street territory;
catering company;
organization of timely transport movement;
organization of recreation areas, places for a smoke break, corporate parties;
interaction with landlords, suppliers, other third-party companies;
organization of power supply, control over the heating system;
compliance with sanitary and fire safety standards;
recruitment of employees, evaluation of their work;
internal informing the staff about new acts, introductions, events.

In many organizations, it is customary to planning meetings. They can be daily, weekly or monthly. On them, the boss conveys new information to his employees, distributes instructions, sets tasks. The latter can be both global and small, arising spontaneously.

All employees, and first of all the head of the AHO, have series of obligations:

fulfill the goals and objectives set by the senior management;
maintain all necessary documentation, fill out time sheets, forms, estimates, calculations;
be ready to promptly resolve any situations;
use material goods, human resources for their intended purpose and rationally;
comply with all job duties, sanitary and fire safety rules of the entire organization;
timely provide reports, statistical information to the authorities;
perform their work efficiently, efficiently, on time.

AHO has the right at any time to request background information from any of the departments, offer ideas for improving work, participate in meetings and planning meetings on all administrative and economic issues.

Cooperation with other departments

High-quality performance of all tasks and functions is impossible without interaction with all departments and divisions of the organization. Each employee of the AHO is obliged to build working relationships with colleagues.

The most frequent in the work of the department - receiving applications from other structures. For example, if a light bulb burned out in any of the offices, the boss will immediately set the task for an electrician. In the case of a non-working phone, it will send a free technician to call.

There may be hundreds of examples. All are connected in one way or another. AHO often refers to the following divisions:

Accounting- The closest cooperation with this department is due to the fact that the AHO is obliged to report on all expenses for the acquisition of material assets, inventory. Copies of contracts with lessors, suppliers, contractors are provided.
Production Department- provides equipment for the organization, and AXO already exercises control over the equipment.
Legal– helps to provide the necessary conditions for the conclusion of contracts, monitor compliance with all norms and rules of the Legislation of the Russian Federation.
Purchasing department– conducts tenders if necessary, analyzes the supplier market, helps to choose the most favorable conditions.
Planning and economic- distributes wages, accrues bonuses, vacation pay. The head of the AHO, together with them, regulates the salary of his subordinates, depending on the work performed, the degree of workload.
Human Resources Department- sets the staffing table, notifies about business trips.

AHO is responsible for the provision, delivery, safety of material assets necessary for work. In addition, the department controls the order, repair of the premises of the building and the courtyard, creates comfortable conditions for each employee of the organization.

The implementation of hundreds of tasks and functions assigned to the economic unit is impossible without coherence not only within the unit itself, but also without a close relationship between all the company's structures.

Monitor compliance with instructions, rules, orders of the administrative and economic department is obliged manager/administrator/lead engineer. This person must have leadership qualities, high professionalism, management skills, knowledge in the economy, be honest, responsible, attentive.

Video conference on automating the activities of AHO - below.

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Every person who has had work experience understands how important it is when a company properly maintains vital activity and ensures the safety of employees. Let's find out which employees should be included in the company's staff in order to make staying in it comfortable.

Why is AHO created?

First, let us explain that the AHO is an administrative and economic department. Typically, such structural units are created at large enterprises with a branched structure of economic activity. In small companies, the functions of an entire department can be performed by one person. The main function of the employees of this department is to competently organize administrative and economic activities, minimizing the company's costs for ensuring its vital activity and creating comfortable conditions for staying at the workplace.

Department structure

As mentioned above, an ACS employee is a position that is more typical for a large organization, where they form an independent structural unit and create a regulation on the ACS.

In multi-thousand holdings within the framework of the AHO, plots and groups can be allocated.

So, within the department, sectors can be distinguished:

1. Planning and calculation, the main task of which is to plan expenses and determine their feasibility.

2. Material and resource - carries consumables.

3. Social security - creates conditions for a comfortable existence of the company's employees.

The main tasks of the department

Quite a lot of tasks are set before this unit, in a large organization one rarely hears the question: “ AXO specialist - who is it?

All members of the team understand that the employees of the department deal with important issues, the solution of which contributes to the efficient operation of the enterprise:

Administrative department. Functions

Due to the fact that the tasks before this structural unit can be very diverse, but one way or another related to the provision of economic services of an appropriate level, the following functions can be identified:

ensuring the appropriate maintenance of the premises of the enterprise;
control of the correct operation of the equipment;
reconstruction planning, ;
implementation of scheduled repairs, their control and acceptance;
improvement of the building and its facade, gardening;
expenses;
preparation of all necessary documentation;
providing office employees with everything necessary for efficient work.

Based on this, we can conclude that work in the ACS requires compliance with a large number of rules and regulations and is inextricably linked with a high degree of responsibility for the execution of work.

About rights

Now let's talk about what rights AHO specialist (who it is - we have already decided). Also in this paragraph it will be indicated who is responsible for the performance of duties by the employees of the department.

As expected, this paragraph includes everything related to the control over compliance with various standards, requirements for the preservation of the property of the company, which is in operational use.

Also, the department can control the proper storage of property in the warehouse, require reports on the use of office consumables.

Of course, the right of this structural unit is to represent the interests of the company in interaction with various institutions (repair, construction organizations) if it is necessary to resolve issues within its area of responsibility.

Based on the results of the inspections, the head of the ACS may initiate, through the management, the issuance of an order to impose a disciplinary sanction for damage to property.

About interaction

AHO Specialist (who is it -manager or an ordinary employee, it does not matter) in the performance of his work, without fail, builds official relationships with colleagues from other departments. This is necessary for the quality performance of functions.

From employees of other structural divisions, an employee of the administrative and economic department receives applications for the purchase of things necessary for work (office equipment, stationery, etc.), as well as reports on damage to property, written explanations about the causes of breakdowns.

AKHO not only controls other departments for the execution of the range of issues entrusted to it, but also draws up plans for repairs in the premises based on the standards provided by the financial and accounting services.

In addition, the structural unit interacts with the HR administration department (requesting the staff list, obtaining information about employees' business trips) and the legal department (requesting consulting assistance in drafting contracts).

About responsibility

Now it is necessary to touch upon the area of responsibility, which bears AHO Specialist. Whoever decides to control it must know that the head of the administrative and economic department is fully responsible for the performance of functions.

His duties include, among other things, organizing the work of employees of the structural unit entrusted to him. The manager ensures high-quality and timely preparation of documentation, document management. It is the head of the AHO that is responsible for the implementation of production discipline by employees. The area of responsibility of other employees of the economic department is determined by job descriptions, which will be briefly discussed in this article.

Job description of the head of AHO

Employees who are not involved in maintaining personnel records are unlikely to think that the designated instruction must meet certain requirements.

Nevertheless, it is so. Without fail, the document must contain an indication of the qualifications of the head of the department and the requirements for work experience. As a rule, specialists with higher education (in our case, education can be technical or economic), work experience (at least three years as a specialist, 1-2 years as a manager) are accepted for the position of manager.

The head of the department needs to know all the local regulations, orders for the organization that regulate its activities, and also be a conductor of the corporate culture adopted in the company.

In any job description, whether it be the head, an engineer of the ACS or another employee, it is necessary to include requirements for knowledge of the norms and rules of OHS, fire safety.

The document must also contain information about who is the immediate supervisor of the employee, who replaces him during illness.

Responsibilities for the position " head of the AHO" in many respects have something in common with the functions of the department, which is not surprising. However, let's label them:

ensuring high-quality service and compliance with the norms and rules of SNiP of the condition of the building and internal premises;
preparation of estimates, planning of repair work;
providing employees of the company with the necessary furniture, appliances, inventory, maintaining their accounting for the enterprise, organizing the rational use of materials;
management of works on improvement of the territory;
organization of services at the appropriate level of meetings, conferences and other events;
management of employees of the department entrusted to him.

Information about rights is also required in the job description. Here we should talk about submitting projects to improve service for management, getting acquainted with the documents regulating the company's activities, informing management about shortcomings in economic activity. As part of the management of employees, an official can make proposals for rewarding / punishing his specialists.

The section on responsibility includes information about the need to properly perform their duties and take care of the property of the employer.

Other positions in the department

The structure of the AHO assumes the existence of a sufficiently large number of employees in it: these can be engineers, specialists, assistants.

Depending on how complex the organization is, there may be leading, senior, junior specialists, assistants. The job description, of course, in this case is prescribed directly for a specific position and organization, implies a clear division of responsibilities.

Separately, it should be said about the duties of such employees as a janitor, a cleaner who are engaged in bringing the territory and premises into proper condition. Their work is not particularly difficult, but also involves a certain degree of responsibility.

From the foregoing, we can conclude that the work of the AHO employees consists in competent planning and providing employees with resources. At the same time, specialists should not allow overspending and the occurrence of emergency situations.

Thus, work in the AHO is associated with no less responsibility than in other positions.

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