I had some free time at work today...
Aug. 25th, 2011 04:17 am![[personal profile]](https://www.dreamwidth.org/img/silk/identity/user.png){kind=small}
elderwitty...what with being in the process of being made redundant and all. I can see it now, how the bosses will claim that even though everyone can’t enter their own orders, there are enough who can to make it fiscally irresponsible to keep me. So I took the opportunity to list most of the stuff I do as a part of my job. Actually, jobs - a lot of it falls under the Office Coordinator hat. This isn’t a full list, just what I came up with today.
Data Entry/Office Coordinator duties
Order entry - includes returning for correction, clarification, or oversight (just shy of prepaid freight, customer usually has a PO#, etc.)
Special order entry - includes adding description for items not already in the system
Spiffs - daily tracking and reporting, keeping a log of current ones, and long-term recordkeeping of results
Daily COD run - shows each salesperson their orders from the day before, with info on what did and didn’t ship. I run and distribute it, and tally salespeople in order of sales for Mike (boss).
Shredding - orders are shredded after 30 days, to safeguard credit card numbers
Mail - print and affix postage to outgoing, acquire postage when needed, and disseminate incoming mail to intended recipients
Update - credit card and cell phone numbers, email, and/or ship-to information as it becomes available
Credit card 3-digit code - determine if it’s required, and mark either cccx (not needed) or the code on the account screen. (Our programmer has thus far refused to create a field for this, making it necessary to switch to another window and look it up in a password protected field if I don’t note it here. It’s a pain either way but must be done, as most people can’t access the secret field.)
Payroll - report to Accounting who took which type of leave, and who’s owed how much for spiffs
Vacation - track how many days of which type are left for each employee (whose starting amount depends upon length of service). Fixing the mess that ensued when our two daytime guys trusted Philly to do it for them (they were both shorted days off) took over a week. Note tardy arrivals and early departures, and reasons for same
Office supplies - obtain from various vendors, including buying some at Shop N Sav (with my money, pending reimbursement), since it saved the company money
Process gift card requests - This is the biggest pain in the ass imaginable, and I can’t imagine they’ll do any better at it than they did while I was gone. (Hint: I never double- or overpaid anyone). Involves checking if the invoice has already been turned in, verifying the customer bought the qualifying item(s) or amount on the invoice number given, maintaining weekly and promotion-long tallies, liaising with Joe in Philly as he sends them out, keeping a list of customers who got overpaid while I was on medical leave and noting as they work it off (by not getting paid on current promotions). Oh, and creating the redemption form, as the one from Philly sucks...every time.
Recycling - I created the recycling program, and administer it. Soda cans and bottles, coffee containers, paper, paperboard, cardboard, and anything else that the city will accept. Set up the containers and transport the collected items to the dumpster in my alley. Thank god it's single-stream now.
Set up newbies - get the cubicle outfitted with every supply they need
Training - give the newbies the fine tuning after Mike shows them the overview
Clear out cubicles - when someone leaves, I sort the contents for Reuse, Recycling, or Discarding
Empty cubicles - trying to keep the chaos down to a dull roar. Why the salespeople insist on dumping their unwanted binders and stuff in them, I don't understand. Lazy sods.
Special projects - for example, call hundreds of names provided by a manufacturer to let them know about a new warranty situation and/or our involvement with said manufacturer. Or call a nationwide list of Matco dealers, asking if they’e heard of us and letting them know that they could make more profit if they bought from us instead of their branded supplier.
Job applicants - organize and keep resumes on file for a rolling six months before shredding
Glove sample dispensers - design, create and keep filled our four glove sample dispensers. We got in ten kinds of samples in the same week (for mailing out to customers). In order to save space, I refashioned copy paper cases and shipping boxes to create dispensers of multiple glove types in the least space.
Send printing to FedEx Office online, then go pick it up
Ship things via FedEx. Or UPS, or USPS.
Periodicals - receive, count, and arrange for maximum efficiency, assess whether we need more or fewer of each of the eight types, and dispose of any extras at the end of the cycle
Returned mailers - determine why it wasn’t delivered and report the reason to Philly. (A common reason is that it was sent to their motor freight only ship-to, or their street address instead of PO Box. The best part is that I’ve seen some of them so often, since Philly seemingly does nothing with the info I collect, that I recognize them before I look them up again.)
Close up the office - when Mike is off, I do all the end of the day stuff: adding up, notating, and faxing orders, turning off lights and locking up.
Turn customers on/off for receiving flyers
Organize office potlucks - so we don't end up with three green bean casseroles, a cheese platter, and some baby carrots
Decorations - I put 'em up, take 'em down, and return them to the above-drop-ceiling storage
Design forms - I designed the order form (it’s awesome!) and many others
Revise forms - Philadelphia (the home office) consistently sends us poorly designed, user-unfriendly forms. I fix ‘em with logic and clarity
Business cards - order, proofread, correct, collect and disperse
Keep office records going back to 1992 tidy and organized
Some tech support (mainly Excel and Outlook)
Launder the office dishcloth - because I'm certainly not going to use the germ-ridden sponge-on-a-stick, or the scrubber that always has food particles/cheese gobs in it. Bleargh! At least the dishcloth gets washed once a week
Notice all the things Mike misses, and inform him
--------------------------------------------------------------------------------------
Oh, yeah. I can totally see where teaching the salespeople to enter their own orders will make eliminating my position feasible.
Order entry - includes returning for correction, clarification, or oversight (just shy of prepaid freight, customer usually has a PO#, etc.)
Special order entry - includes adding description for items not already in the system
Spiffs - daily tracking and reporting, keeping a log of current ones, and long-term recordkeeping of results
Daily COD run - shows each salesperson their orders from the day before, with info on what did and didn’t ship. I run and distribute it, and tally salespeople in order of sales for Mike (boss).
Shredding - orders are shredded after 30 days, to safeguard credit card numbers
Mail - print and affix postage to outgoing, acquire postage when needed, and disseminate incoming mail to intended recipients
Update - credit card and cell phone numbers, email, and/or ship-to information as it becomes available
Credit card 3-digit code - determine if it’s required, and mark either cccx (not needed) or the code on the account screen. (Our programmer has thus far refused to create a field for this, making it necessary to switch to another window and look it up in a password protected field if I don’t note it here. It’s a pain either way but must be done, as most people can’t access the secret field.)
Payroll - report to Accounting who took which type of leave, and who’s owed how much for spiffs
Vacation - track how many days of which type are left for each employee (whose starting amount depends upon length of service). Fixing the mess that ensued when our two daytime guys trusted Philly to do it for them (they were both shorted days off) took over a week. Note tardy arrivals and early departures, and reasons for same
Office supplies - obtain from various vendors, including buying some at Shop N Sav (with my money, pending reimbursement), since it saved the company money
Process gift card requests - This is the biggest pain in the ass imaginable, and I can’t imagine they’ll do any better at it than they did while I was gone. (Hint: I never double- or overpaid anyone). Involves checking if the invoice has already been turned in, verifying the customer bought the qualifying item(s) or amount on the invoice number given, maintaining weekly and promotion-long tallies, liaising with Joe in Philly as he sends them out, keeping a list of customers who got overpaid while I was on medical leave and noting as they work it off (by not getting paid on current promotions). Oh, and creating the redemption form, as the one from Philly sucks...every time.
Recycling - I created the recycling program, and administer it. Soda cans and bottles, coffee containers, paper, paperboard, cardboard, and anything else that the city will accept. Set up the containers and transport the collected items to the dumpster in my alley. Thank god it's single-stream now.
Set up newbies - get the cubicle outfitted with every supply they need
Training - give the newbies the fine tuning after Mike shows them the overview
Clear out cubicles - when someone leaves, I sort the contents for Reuse, Recycling, or Discarding
Empty cubicles - trying to keep the chaos down to a dull roar. Why the salespeople insist on dumping their unwanted binders and stuff in them, I don't understand. Lazy sods.
Special projects - for example, call hundreds of names provided by a manufacturer to let them know about a new warranty situation and/or our involvement with said manufacturer. Or call a nationwide list of Matco dealers, asking if they’e heard of us and letting them know that they could make more profit if they bought from us instead of their branded supplier.
Job applicants - organize and keep resumes on file for a rolling six months before shredding
Glove sample dispensers - design, create and keep filled our four glove sample dispensers. We got in ten kinds of samples in the same week (for mailing out to customers). In order to save space, I refashioned copy paper cases and shipping boxes to create dispensers of multiple glove types in the least space.
Send printing to FedEx Office online, then go pick it up
Ship things via FedEx. Or UPS, or USPS.
Periodicals - receive, count, and arrange for maximum efficiency, assess whether we need more or fewer of each of the eight types, and dispose of any extras at the end of the cycle
Returned mailers - determine why it wasn’t delivered and report the reason to Philly. (A common reason is that it was sent to their motor freight only ship-to, or their street address instead of PO Box. The best part is that I’ve seen some of them so often, since Philly seemingly does nothing with the info I collect, that I recognize them before I look them up again.)
Close up the office - when Mike is off, I do all the end of the day stuff: adding up, notating, and faxing orders, turning off lights and locking up.
Turn customers on/off for receiving flyers
Organize office potlucks - so we don't end up with three green bean casseroles, a cheese platter, and some baby carrots
Decorations - I put 'em up, take 'em down, and return them to the above-drop-ceiling storage
Design forms - I designed the order form (it’s awesome!) and many others
Revise forms - Philadelphia (the home office) consistently sends us poorly designed, user-unfriendly forms. I fix ‘em with logic and clarity
Business cards - order, proofread, correct, collect and disperse
Keep office records going back to 1992 tidy and organized
Some tech support (mainly Excel and Outlook)
Launder the office dishcloth - because I'm certainly not going to use the germ-ridden sponge-on-a-stick, or the scrubber that always has food particles/cheese gobs in it. Bleargh! At least the dishcloth gets washed once a week
Notice all the things Mike misses, and inform him
--------------------------------------------------------------------------------------
Oh, yeah. I can totally see where teaching the salespeople to enter their own orders will make eliminating my position feasible.
![[identity profile]](https://www.dreamwidth.org/img/silk/identity/openid.png){kind=small}
no subject
Date: 2011-08-25 04:51 pm (UTC)Hopefully you'll be able to find something else?
yeah, well
Date: 2011-08-26 06:06 am (UTC)I'm going to start looking on Monster for those hospital office staff jobs as soon as I finish reading my flist. (So, about a year. :D )
no subject
Date: 2011-08-25 10:44 pm (UTC)not quite a hell job
Date: 2011-08-26 06:12 am (UTC)I'm not all that worried about Mike's ass anymore. I've found that there's no percentage in it for me. I'm not worried about them seeing the light, either. I'll be very satisfied if they only figure what they've ditched after I'm irretrievably gone. I'm feeling now like I'm gonna leave even if they offer me to stay, because after their touching display of belief in my worth and value to the company, the phrase "Fuck 'em" keeps running through my mind. :grin:
Thanks for the good wishes. I'll take all you can spare, and pass the extras on. :)
no subject
Date: 2011-09-20 02:19 am (UTC)work
Date: 2011-09-20 09:48 pm (UTC)