Translated from 日本語 • View original 
Hello!
This is Shimojima, a writer.
In this article, we will introduce the job description, the skills required, and the seven functions of Colorkrew Biz that reduce the burden of general affairs for those who are in charge of general affairs.
Introducing 8 main tasks of general affairs!
Even if you have a vague image, you don't know the specific content of the general affairs job.
I think there are aspects that vary depending on the company, but the general job content is as follows.
Benefits Business
This is a job related to employee welfare.
Specifically,
- Benefits stipulated by six types of laws, including statutory benefits (employment, workers' compensation, health, employees' pension, nursing care, and child and childcare contributions)
- Non-statutory benefits incorporated by the company (commuting allowance, subsidy for human dog expenses, shortened working hours, self-development, telework allowance, etc.)
Manage these benefits.
Time and Attendance Management
This is a job necessary to properly manage the work status of employees.
In addition to managing the clock-in and outing times of employees clocked in with time cards and IC cards, we will keep track of the status of paid leave, tardiness and absence, and overtime work.
Management and Ordering of Fixtures and Equipment
We manage stationery such as notebooks and pens used by employees, as well as OA equipment such as PCs, tablets, printers, and shredders.
Always check the availability of equipment and place an order as soon as possible if it is about to run out.
OA equipment is always checked for malfunctions, and if a failure occurs, a contractor is asked to repair it.
We also make regular maintenance requests before they break down.
Document Creation and Management
We prepare receipts and purchase orders for consumables, equipment, and OA equipment, internal regulations, and materials for general meetings of shareholders.
It is also my job to classify and file these documents in an easy-to-understand manner so that they can be read immediately.
It is also necessary to devise ways to convert things that can be converted into data and compact them so that the shelves do not fill up.
Office Management
We regularly clean the office, adjust lighting and air conditioning, and manage disaster prevention equipment.
It is also important to cooperate with the building management company on a regular basis before any problems occur.
If there is a disaster prevention drill, elevator stoppage, or office power outage plan, it is also the role of the general affairs department to notify the company as a whole.
In addition, general affairs may be in charge of workplace improvements, downsizing and free addressing of offices, and formulating office relocation plans.
Mail Shipping and Sorting
It is also the job of general affairs to send company mail and sort and deliver daily mail to each department.
Reception and Visitor Handling
It is also the job of the general affairs department to respond to visiting customers.
We listen to your requirements and refer them to the appropriate person.
In some cases, you may even direct customers to the meeting room.
Depending on the company, the contact point is the phone number or address of the General Affairs Department, so you may need to respond.
At this time, you need to be careful not to spoil the other person's mood.
Booking a Meeting Room
The general manager may also make reservations for internal and external conference rooms.
It is necessary to confirm with the person in charge in advance which department the meeting will be held and when, and schedule it so that it does not overlap with other meeting reservations.
In addition, depending on the company,
- Planning and management of general meetings of shareholders, board of directors, and internal events
- Business trip/travel arrangements
- Fleet management
- Internal and external help desks
- IT service introduction
It seems that there are also general affairs who do such work.
What are the 4 skills required to become a general manager required within the company?
What kind of skills do you need to become a general manager required within the company?
Here are four things you need:
Communication Skills
You will be involved with various departments within the company, so it is important to develop communication skills.
Read how the other person is feeling while working in your daily conversations and think about things from the perspective of others.
Adjustment Force
Coordination is also required.
When optimizing internal systems or requesting improvements in the work of each department, develop the ability to communicate and coordinate to convince the other party not to offend them while making your own arguments.
Adaptability
You also need to be able to respond flexibly.
When something goes wrong in the company, don't stop, but move first and think about the best course of action.
For example, meeting room reservations.
It is easy to have an emergency meeting due to an unscheduled visit, but the meeting room is filled with other meetings!
If you make customers wait longer than expected, it will not make a good impression.
In such a case, you need to be able to respond by using a room that is not in use as a conference room.
Awareness
You will also need the ability to notice trivial things.
Write down anything you notice while working on general affairs every day.
This awareness may lead to cost reductions such as improving the efficiency of operations throughout the company and digitizing documents.
In addition, it is important to understand what kind of work will occur each month and make a schedule.
7 Features to Reduce the Burden of General Affairs with Colorkrew Biz!
Since the work of general affairs is diverse, you want to reduce nameless work and work efficiently.
Colorkrew Biz offers features that reduce the burden of general affairs.
Once you get used to the work of general affairs, why not make a proposal to your boss?
Clock-in linkage function
This is a function that makes it easy to clock in attendance.
You can clock in in conjunction with your existing clock-in service.
You can easily clock in by downloading the Colorkrew Biz app and scanning the QR code.
Eliminate the hassle of employees logging in to the clock-in service every day.
The general affairs staff will no longer have to log in to the clock-in service and manage attendance.
Fixture Management Capabilities
Simplify your internal equipment management.
The only way to do this is to paste a QR code on the registered equipment and manage it all at once.
It will relieve you of the troublesome work of creating a list of equipment management tables in the company one by one in Excel.
The Equipment Management Sheet can be printed in a state optimized for printing.
Mail Function
It also simplifies mail-related work.
Digital Mail Shipping
This is a web letter in collaboration with Japan Post Co., Ltd., which makes it possible to send mail as easily as an e-mail.
It frees you from the burdensome work of enclosing a large amount of mail in an envelope and sending it out.
The address book allows you to register multiple recipients and senders, which is also useful when you want to send mail all at once. (*The shipping fee is the same price as the web letter.) ）
You can easily create a template for a transmittal letter on the web screen, so you can be free from the hassle of creating a transmittal from scratch using software such as Word.
Expense Allocation and Settlement
It also reduces the burden of mail cost reimbursement.
To do this, all you have to do is send the mail and then designate the expense application to the target department.
You can easily manage the cost of mail for each department.
Space Reservation and Operation Functions
This feature allows you to centrally manage meeting rooms and open spaces with a seating chart.
Since you can easily grasp the reservation status of the conference room, it frees you from the nameless work of general affairs, such as coordinating the conference room and going out of your way to hear the schedule from the person in charge of each department.
You can also register your reservation at once until one and a half years later.
(*It can be linked with Office365.) ）
Digital Signage for Spaces
This feature allows you to instantly visualize the usage status of meeting rooms and conference rooms.
Easy to apply for! You can do it by simply scanning the QR.
In order to respond to customers who suddenly visit, there is no need to check the schedule in a hurry and find an empty room.
Facility Reservation Function
It has become possible to make meeting room availability and equipment reservations at the same time as adjusting employees' schedules.
It reduces the troublesome work of general affairs, such as checking and coordinating the availability information of people and conference rooms separately.
Azure AD integration (optional)
There is also a function that can be integrated with Azure AD to manage email addresses, names, department information, etc.
It is possible to reduce the burdensome work of general affairs related to account registration and changes.
(*Initial costs will be charged separately.) ）
Conclusion
In this article, we introduced the job description of general affairs, the skills required, and the seven functions of Colorkrew Biz that reduce the burden of general affairs.
General affairs is often thought of as a position like an in-house handyman and does not generate profits.
However, the original role of general affairs is to look at the entire company, connect all employees, including management, and lead the company in a better direction.
Colorkrew Biz provides functions that help reduce the burden of general affairs as much as possible and create an environment where you can concentrate on your original general affairs work.
Colorkrew Biz also has other functions to solve the problems of general affairs personnel, so please feel free to contact us!
We are here to assist you with any consultation.
Let's aim for a voluntary and aggressive general affairs, not just doing what you are told.