Ideas for office managers

Ideas for office managers

• Invoice approval reminders

  Every weekday at 10, find invoices in my Excel tracker waiting on approval for more than three days and draft a reminder in Outlook to each approver.

  Brea finds what's stuck and drafts each nudge with the vendor, amount, and due date.

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  • Email

• Office request routing

  Every 30 minutes from 8 to 6 on weekdays, check Outlook for office requests and add each to Asana, assigned to IT, facilities, or me.

  Brea checks your inbox every 30 minutes, wakes up only when a request comes in, and files it with the right owner.

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  • Email

• Meeting room prep

  Every weekday at 7:30, read today's meetings on the shared Outlook calendar and text me which rooms need setup, catering, or a visitor badge.

  Brea reads the day's bookings and sends one list before anyone arrives.

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  • Calendar
  • Reminders on a schedule

• Vendor payment checklist

  On the 25th of each month, build next month's vendor payment checklist in Excel from the approved invoices in my tracker, with due dates and amounts, and post it in our Finance channel in Teams.

  Brea turns your tracker into one checklist and shares it with Finance.

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  • Reads files

• Work order tracker

  Every weekday at 4, add today's facilities requests from Outlook to my SharePoint work order list and text me anything open more than a week.

  Brea keeps one list of every repair and flags the ones going stale.

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  • Email

• Invoice log

  Every 30 minutes from 8 to 6 on weekdays, check Outlook for vendor invoices, save each PDF to the Invoices folder in SharePoint, and add a row to my Excel tracker.

  Brea checks every 30 minutes, wakes up only when an invoice arrives, and files it in both places.

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• New hire setup

  Maya starts Monday. Make an onboarding checklist in Asana for her laptop, badge, desk, accounts, and welcome lunch, with due dates, and draft her welcome email in Outlook.

  Brea assigns every setup task and holds the welcome email for your OK.

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  • Email

• Supply reorder

  Every Monday at 9, check the supply list in my Excel sheet for anything marked low and find the best price for each from our usual suppliers.

  Brea compares prices so the order is ready to place.

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  • Searches the web
  • Uses websites for you

• Unanswered Teams requests

  Every weekday at 5, read today's messages in our Teams office channel and text me the requests that still have no reply.

  Brea makes sure nobody's ask sits overnight.

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  • Keeps watch
  • Reminders on a schedule

• Catering orders

  Every Friday at 11, list next week's meetings on the shared Outlook calendar with more than eight people and draft the catering order email for each.

  Brea finds the big meetings and drafts each order for your OK.

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  • Calendar
  • Email

• Front desk visitor list

  Every weekday at 7, list today's outside visitors from the Outlook calendar invites and post the list in our front desk Teams channel.

  Brea gives reception the day's visitors before the doors open.

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  • Calendar

• Vendor contract renewals

  Every Monday, check my vendor contracts sheet in Excel for anything renewing in the next 60 days and draft a note to each vendor asking for the renewal quote.

  Brea gets quotes in before the auto-renewal date.

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  • Email

• Signed agreement filing

  When a vendor agreement is completed in Docusign, save it to the Vendors folder in SharePoint and update the end date in my contracts sheet.

  Brea checks the envelope until it's completed, files it, and keeps the contract list current.

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• Bills due this week

  Every Monday at 8, list the QuickBooks bills due this week with vendor and amount and post the list in our Slack finance channel.

  Brea gives Finance one list to pay from.

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  • Reminders on a schedule

• Team event venues

  Find three restaurants near our office with a private room for 40 people on December 12 under $60 a head, and put them in an Excel sheet with menus and contacts.

  Brea searches the options and lays them side by side.

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  • Searches the web
  • Uses websites for you

• Office policy answers

  Every hour from 8 to 6 on weekdays, find Outlook emails asking about parking, PTO, or the guest Wi-Fi and draft a reply from our office handbook in SharePoint.

  Brea answers the same questions from the handbook and holds each reply for your OK.

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  • Email