The goal is to make sure that all offices are well kept, tidy, and organized. There are many ways to ensure this is accomplished:
- Use a label maker – Create labels for where items are stored and located.
- Categorize and organize office supplies for easy access. Categories include such supplies as mail, paper products, writing utensils, paper binding, cleaning supplies, etc. and place these items together in one location. Always inform staff where items are located for proper efficiency.
- Maintain the space: Toole Design’s office space is the best way to present the company in the most positive and professional way possible. This includes maintaining conference rooms by ensuring all chairs are placed neatly around the table and keeping up with general cleanliness. Cleanliness creates the best possible impression for visitors. It is suggested to take time at least once a week, daily, or when it will work for the individual office to review these areas and ensure they are clean and maintained.
- Look for lights that are out, stray papers, carpet stains, spills, dust, and any damage or hazards. For certain damage or hazards, contact the property management company or a supervisor, as appropriate. If there is a cost involved in any cleaning or repair, it must be approved beforehand.
- Work Orders: Depending on the office location, certain types of maintenance issues need to be reported to the property management company by creating a work order. Consult the property management company or a supervisor to learn their process. Immediately create work orders and followed up on any work orders as necessary.
- Take care to ensure the restrooms are operating efficiently and that supplies are stocked. When appropriate, inform the property management company of any issues as early as possible.
- Kitchen Cleaning: It is suggested to create a rotation schedule for cleaning common areas like the kitchen, but this varies by office. In the Silver Spring office, Human Resources keeps a calendar of those who are responsible for cleaning the kitchen. Post all kitchen cleaning policies and schedules in the kitchen for all staff to see and to be aware of who is responsible for making sure the kitchen is clean and dishwasher is empty.
Important to note! It is not the sole responsibility of the office coordinator to make coffee, clean the kitchen, or clean up after others. Offices work together as a team to tackle those types of responsibilities. Office coordinators keep things running smoothly, but do not clean up after others. If you find you are being assigned to menial tasks such as making coffee or cleaning the kitchen, speak with your supervisor or escalate to HR if needed.