PROJECT GROUP! OFFICE MANAGER MANUAL
TABLE OF CONTENTS 1. Telephones………………………………………………………………………………………………………………….…3 a. Conference Calls…………………………………………………………..………………………………….…3 2. Maintaining the Office………………………………………………………………………………………………...…4 a. Databases………………………………………………………………………………………….…………….…4 b. Office Supplies…………………………………………………………………….……………….………….…4 c. Shipping Supplies………………………………………………………………………………….………….…4 3. Booking Travel…………………………………………………………………………………………………………….…4 4. Accounts/Passwords…………………………………………………………………………….…………………….…5 5. Contacts……………………………………………………………………………………………………………….…….…5
2
TELEPHONES All phone calls must be answered in a delightful manner with some mention of Project Group.
CONFRERENCE CALLS
We have an account with freeconferencecall.com. See credentials below. Dial-in Number Meeting ID Host PIN Playback Number Email URL
712.432.1212 665-085-719 7704 712.432.1219 kristen@projectgroupllc.com freeconferencecall.com/wall/665085719
When using your free conference call number you must notify your callers by giving them the date, time, dial-in number and Meeting ID. All parties will use the same dial-in number and enter the same Meeting ID, followed by the # key as specified below. Host: When prompted, enter the assigned Meeting ID, followed by the # key. To have host permissions, enter the PIN when prompted followed by the # key. Participant: When prompted, enter the assigned Meeting ID, followed by the # key. Once connected to the free conference call, every caller will be able to talk. Every caller will also have access to the touch tone commands listed below. Recording Instructions During the free conference call, the host can start recording at any time by pressing *9. All attendees will be notified that the recording option has been started. To stop and save the recording, the host will press *9 again. Playback Instructions To listen to the recorded conference, the host must provide attendees with the play back number and Meeting ID. Please note, that the playback number is different from the conference dial-in number. When users call into the recording playback number, they will be prompted to enter the Meeting ID and then enter the reference number for a specific recording. The reference number of each recording is provided on your Call Detail Report after the conference call is complete and on your recordings page in your account. Once confirmed, the system will play back the recorded conference. During play back, the user can scroll forward or backwards through the recorded conference. You will find the play back features below.
MAINTAINING THE OFFICE The office must be kept in a clean and organized manner. Taking out the trash, sweeping the floor, and tidying up before and after meetings are some of the more regular expectations. The trash should be taken out each day to prevent bugs. Check the office for garbage, empty cups, etc. and be sure to neaten and tidy the space on a very consistent basis. 3
DATABASES There are several databases that are used on a very frequent basis. Most of these databases are within the Sales Force folder on the server. The most important database is the Vendors List. Add contacts to this list as requested, and make sure that all information is complete and up to date. Mass mail databases must be compiled after each trade show. These databases only need to include the contact’s first name, company, and e-mail. These spreadsheets are used by the Sales team to generate leads, so be careful of spelling errors! Sales contact sheets are the final type of record you will have to maintain. These are only updated on request. We have an off site warehouse that we need to keep tabs on. Keep records of what we ship out and what stock is left.
OFFICE SUPPLIES
Regular office supplies are ordered through officesupply.com. There is no specific amount of time in between each order, but be sure to check stock systematically to make sure that nothing runs too low. Before placing an office supply order, send a list of what you plan to order to the rest of the team, asking if they have any additions. ORDERING WATER Go to https://eservice.polandspring.com. Our login name is ulanyc and our password is -. ORDERING TONER Toner and waste boxes must be ordered through Executive Color. They prefer to receive emailed orders, so send your request to sales@executivecolor.com
SHIPPING SUPPLIES Shipping supplies and other packing materials are ordered through ULINE. Orders usually ship out same day for delivery the next business day. For UPS shipping supplies, you can order directly from the UPS website. Click ‘Shipping’ and then ‘Order Supplies’.
BOOKING TRAVEL 4
When booking travel, be sure to use our frequent flier accounts. American Airlines: 09k2wc4
Acct #: 2122461291 Log in: shai@projectgroupllc.com Pw: -
Budget Rental Car Discount Code: X072986 Delta Sky Mile information: Miles #: 9163988042 Log in email: shai@projectgroupllc.som Pw: -
“Rapid Reservation” NF120S Car Service 212.777.7777
Jet Blue:
ACCOUNTS/PASSWORDS CR Lawerence Ikea OfficeSupply.com Supremesystems.com Uline.com Wifi Yelp Poland Spring Server
Login Project2014 Kristen@projectgroupllc.com Kristen@projectgroupllc.com Kristen@projectgroupllc.com Kristen@projectgroupllc.com Kristen@projectgroupllc.com ulanyc ula
Password -
CONTACTS
Below are some of the most frequented contacts. Ace World Class (Sharon + Danny) BTS (Jag) City Printing (Mohamed) 5
732.248.1515 718.707.3545 212.564.1017
Coorra Imaging (Bo + Stan) Duggal (Ashma + Bob) Executive Color (Cassandra) Global Tranz (Leonel + Elvis) Jordache Laptop MD Millennium Dispatch Print City/Copy 4 Less (Ingrid) Supreme Systems
6
212.268.8037 212.786.5753 212.302.3537 424.292.3537 212.944.1330 212.920.4833 516.883.8301 212.487.9778 212.268.3350