Inventory Monitoring

Weekly

Administrative Assistant

1. Check inventory management system for current supply levels.
2. Compare current stock against predefined minimum levels.
3. Identify items that need replenishment.

Order Preparation

As needed based on inventory levels

Administrative Assistant

1. Review inventory levels and determine items to be ordered.
2. Compile a list of items including quantities and preferred suppliers.
3. Prepare an order request form with item details, quantity, and budget considerations.

Order Approval

As needed

Office Manager

1. Review the prepared order request form.
2. Verify the accuracy of items, quantities, and budget.
3. Approve the order request or request modifications if necessary.

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).
2. Confirm receipt of the order and obtain an order confirmation number.
3. Update the inventory management system with the order details.

Receipt of Goods

As orders are delivered

Administrative Assistant

1. Verify that the delivered items match the order confirmation.
2. Check the condition of the goods and report any discrepancies or damages to the supplier immediately.
3. Update the inventory management system with the received items.

Record Keeping

Ongoing

Administrative Assistant

1. Maintain records of all orders, receipts, and correspondence with suppliers.
2. File invoices and receipts for accounting purposes.
3. Review records periodically to ensure accuracy and completeness.

Review and Feedback

Quarterly

Office Manager and Administrative Assistant

1. Review the supply ordering process and make improvements as needed.
2. Collect feedback from employees regarding the adequacy of supplies and ordering efficiency.
3. Implement any necessary changes to improve the process.