To ensure the timely and accurate ordering of office supplies to maintain productivity and avoid shortages.
This procedure applies to all employees responsible for managing and ordering office supplies within [Your Company Name].
Office Manager: Oversee the entire supply ordering process, review inventory levels, and approve orders.
Administrative Assistant: Monitor supply levels, prepare order requests, and handle order placement.
Department Heads: Report any specific supply needs or discrepancies to the Administrative Assistant.
Step | Frequency | Responsible | Details |
---|---|---|---|
Inventory Monitoring | Weekly | Administrative Assistant | 1. Check inventory management system for current supply levels. |
Order Preparation | As needed based on inventory levels | Administrative Assistant | 1. Review inventory levels and determine items to be ordered. |
Order Approval | As needed | Office Manager | 1. Review the prepared order request form. |
Order Placement | As needed after approval | Administrative Assistant | 1. Place the order with the approved supplier via the designated ordering platform (e.g., email, online portal). |
Receipt of Goods | As orders are delivered | Administrative Assistant | 1. Verify that the delivered items match the order confirmation. |
Record Keeping | Ongoing | Administrative Assistant | 1. Maintain records of all orders, receipts, and correspondence with suppliers. |
Review and Feedback | Quarterly | Office Manager and Administrative Assistant | 1. Review the supply ordering process and make improvements as needed. |
Inventory Management System: The software or system used to track and manage office supplies.
Order Request Form: A document used to detail items needed for replenishment and seek approval for purchase.
Inventory Management Policy: [Link or reference to internal policy document]
Supplier List: [Link or reference to approved suppliers list]
Version 1.0: Initial release (Date: [Date])
Version 1.1: Updated order approval process (Date: [Date])
Templates
Templates