Role
Office administration
Who raises a request in your company, and to whom? If the answer is "anyone, directly, whenever it occurs to them", then administration work consists of handling interruptions rather than running cases.
Intro call
Four questions we would start with
Who raises requests in your company, and by what route?
If everyone has their own - email, chat, over coffee - then there is no list of cases, there is a stream of interruptions. Nothing can be planned around a stream.
How many times a week do you go back to the same case because somebody asked about its status?
No visible status generates a second wave of work: questions about the first.
Where do arrangements with office service providers end up?
If in email or in someone's head, then when an invoice is disputed or a person changes there is nothing to go back to.
What is the first thing you put off when time runs short?
Usually the review of contracts and costs. Day-to-day cases shout, while a contract renews quietly.
We take over handling interruptions, you keep running the cases
Taking in requests, showing status, repeat orders and watching contract dates can be taken off the desk. Decisions about suppliers and spending stay with a person.
- One route for requests instead of five. - This is the change that gives the most and demands the least - interruptions turn into a list with priorities.
- Status is visible without asking. - Whoever raised the request can see what is happening with it, so they do not ask - and that is the other half of the work, the half that disappears today unnoticed.
- A contract has a date and a reminder. - Service, lease, subscriptions - the things that renew themselves if nobody watches them.
Scope
What can be taken off office administration
Eighteen example tasks. Each one has a human approval point. Below is a selection, and the scope we fit to your process.
Requests from employees
- One route for a request whatever the matter
- Recognising the type of case and setting a priority (verified by: the specialist)
- Status visible to whoever raised the request
- Answers to repeat questions about rules and equipment
- A summary of the most frequent requests (conclusions: the specialist)
Day-to-day orders
- Repeat orders based on consumption (approved by: the specialist)
- Keeping track of office supply levels
- Collecting needs from the departments
- Comparing prices across catalogue suppliers
Meetings, visitors, space
- Room bookings and handling clashes
- Preparing meetings that need support
- A visitor register and the consents required
- Space use against bookings
Contracts and costs
- A register of service contracts with their notice periods
- Reminders before an automatic renewal
- A register of arrangements with suppliers
- Office costs summarised by category
- Checking invoices against contracts
A day's work
Today
- Requests come in through five channels and some get lost
- People ask about the status of cases that are in progress
- Orders go out when somebody notices that something has run out
- Arrangements with suppliers are remembered, or sitting in email
- Contracts renew because nobody watched the date
- You do not know what the office costs broken down by category
With AI assistance
- Requests land in one place, with a priority
- Status is visible without anyone asking you
- Orders are drafted from consumption, you approve them
- Arrangements with suppliers have a register
- Notice periods remind you before the renewal
- Office costs are summarised and can be discussed
- Time to handle a request
cases stop falling between channels
one route for requests instead of five
- Visible costs
it is clear what the money in the office goes on
spending is summarised by category
- Cover during absences
cases do not wait for one person to come back
the list and the statuses are visible to whoever stands in
- A record of supplier arrangements
a disputed invoice has something to refer to
arrangements are recorded, not remembered
We start with one route for requests.
- Step 1
One inbox for cases
Whatever the subject. That change alone turns a stream of interruptions into a list.
- Step 2
Status visible to whoever raised the request
It removes the second wave of work: the questions about status.
- Step 3
Orders and needs
Repeat orders based on consumption, with approval.
- Step 4
Contracts and costs
A register of dates and summaries of spending. Last, because it needs the documents to be in order.
Common questions
Questions that come up at the first meeting
Does office administration become redundant after this?
This role exists so that the rest of the company does not have to think about the things that simply have to work. What is taken off the desk is requests and orders, not the presence of someone who handles the unforeseen - and the unforeseen is daily life in this job. What changes is how much attention is left for the matters that genuinely need a person.
Does this fall under the AI Act?
Handling administrative cases is not a high-risk use. The point to watch is the visitor register and contact data - the usual rules on processing and retention periods apply.
Still have a question that is not here? Book a call
Next step
How many channels do employee requests reach your administration through?
We will show you what administration work looks like when cases land in one place and status is visible without asking.