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The importance of office support & facilities in organizations

4 min read

The importance of office support & facilities in organizations

Currently, companies are subject to constant changes in their internal and external environments, which is why having good Administrative and Business Support Management is essential. The Office Support & Facilities Area has an overall view of the business and helps everything run faster and better. In other words, it represents the company's foundation and ensures the smooth operation and steady pace of both operations and the business.

Therefore, to ensure that everything runs smoothly in the company and that simple matters do not occupy the time of other teams, it is necessary for the administrative department to have prepared, trained, and available employees to provide constant support. This department in a company is one of the most relevant for achieving business objectives, and as the name implies, it supports all other departments: it facilitates access to information, optimizes internal and external communications, and supports all employees to make their daily work in the office and on service outings easier. This support is provided by Reception, the Administrative area, and Logistics, whose areas of operation we will describe below:

Reception plays a crucial role in ensuring that the company's image is conveyed positively and appropriately because these professionals are the first point of contact for visitors from various areas. It is the responsibility of receptionists to identify, screen, and direct various daily situations, and they are the "face" of the company. Telephone communication is also vital for this purpose, as the language used by these professionals significantly contributes to winning and demonstrating the institution's seriousness.

In the Administrative area, all physical or digital documentation that arrives at the company is processed, including screening, registration, digitization, forwarding, and, finally, archiving of all operational materials. In Logistics, the "machinery" is kept running, and control is maintained over office supplies, vehicles, external services, as well as issues related to office cleanliness and building maintenance.

With these three areas of operation, cost control and the search for solutions to make existing processes more efficient and sustainable for the organization go hand in hand. In essence, Office Support can be compared to the "Housekeeper" of old mansions. It knows all the family members, helps with all tasks, manages the family budget, and even gives scoldings. ūüėČ



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Atualmente, as empresas sofrem constantes mudanças nos seus ambientes internos e externos e por isso ter uma boa gestão administrativa e de suporte ao negócio é fundamental.

A √°rea de Office Support & Facilities tem a vis√£o geral do neg√≥cio e ajuda a que tudo funcione mais r√°pido e melhor. Ou seja, representa a base da empresa e garante o ritmo e o funcionamento em velocidade cruzeiro das Opera√ß√Ķes e do Neg√≥cio.

Assim sendo, para que tudo esteja em pleno funcionamento na empresa e para que as quest√Ķes simples n√£o ocupem o tempo das restantes equipas, √© necess√°rio que o departamento administrativo tenha colaboradores preparados, formados e dispon√≠veis para prestar apoio constante. Este departamento numa empresa √© um dos mais relevantes para alcan√ßar os objetivos do neg√≥cio e como o pr√≥prio nome indica, √© o suporte de todos os outros departamentos: facilita o acesso √† informa√ß√£o, otimiza as comunica√ß√Ķes internas e externas e presta apoio a todos os colaboradores, por forma a facilitar o seu dia a dia, no escrit√≥rio e nas sa√≠das em servi√ßo. Este apoio √© dado pela Rece√ß√£o, pela √°rea Administrativa e pela Log√≠stica, cujas √°reas de atua√ß√£o vamos descrever em seguida:

A Rece√ß√£o tem um papel preponderante para garantir que a imagem da empresa √© transmitida de forma positiva e adequada, pois √© atrav√©s destes profissionais que os visitantes de diversas √°reas t√™m o primeiro contacto. Cabe √†s colegas rececionistas fazerem a identifica√ß√£o, triagem e encaminhamento das variadas situa√ß√Ķes que surgem no dia a dia e serem a primeira ‚Äúcara‚ÄĚ da empresa. O atendimento telef√≥nico √© tamb√©m muito importante para isso, pois a linguagem destas profissionais conta muito para conquistar e mostrar a seriedade da institui√ß√£o.

Na √°rea Administrativa √© feito o tratamento de toda a documenta√ß√£o f√≠sica ou digital que chega √† empresa, passando pela triagem, registo, digitaliza√ß√£o, encaminhamento e por fim arquivo de tudo o que √© operacional, enquanto que na Log√≠stica se mant√©m a ‚Äúengrenagem‚ÄĚ a funcionar, controla-se o economato, as viaturas, os servi√ßos externos, assim como, as situa√ß√Ķes inerentes ao funcionamento do escrit√≥rio ao n√≠vel de limpeza e manuten√ß√£o do edif√≠cio e do escrit√≥rio.

Com estas tr√™s vertentes de atua√ß√£o, convive em paralelo o controlo de custos e a procura de solu√ß√Ķes que visem tornar os processos existentes mais eficientes e mais sustent√°veis para a organiza√ß√£o.

Basicamente podemos comparar o Office Support, √† ‚ÄúGovernanta‚ÄĚ dos palacetes de antigamente. Conhece todos os elementos da fam√≠lia, ajuda em todas as tarefas, gere o or√ßamento familiar e at√© d√° ralhetes.  ūüėČ


Ondina Mendes

Ondina Mendes

Administrative

Susana Pazos

Susana Pazos

Administrative

Vanessa Conceição

Vanessa Conceição

Administrative

Office Support & Facilities

Office Support & Facilities

Servdebt

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