Admin_Assistant_for_a_Day

Information Manual for Administration Assistant Administration Assistant Logging onto computer Main Arena computer Password: Open email Open project centre – Shortcut on desktop if cannot find this type in web browser Login for project centre Company and password – Password: ******* Daily Administration Every morning prepare documentation for day file with all correspondence from previous day. • All Emails • Faxes • Copies of Letters • Correspondence including SI’s Letters and emails. Place all correspondence from previous day file has been collated, place in day file and pass to Site manager. All emails must be saved and attachments must be saved in the “A” drive. • Goto My computer • “S” Drive • Projects • Commercial DHW • In Construction [pic]Handy tip: Shortcut on Desktop How to save Email and or an attachment • Go to email and open • Click on file and then Save As • Go to A drive • Goto: 10_Subcontractors, Suppliers, Consultants. (See list on next page) • Goto folder, ie 10.1 Subcontractors • Find subcontractor you require • Open correspondence • If there is an attachment create new folder using the following format – 100924_What_the_tiltle_is always use year month day. Project Control • Open every morning and keep open all day. • In activities, notifications and hotlist view all items and print off required documents. • Quick launch on desktop Notifications ❖ The blue I icon indicates information only ❖ The spanner indicates that this is a task needing attention by you. In the example above this is a Transmittal of plans to be distributed. ❖ A red Icon states that a notification has been on the list for a while and need to be actioned. Project control codes TX#1234 is a transmittal usually plans. How to distribute a transmittal ❖ Click on the transmittal number in activities ❖ Check drawings on transmittal are addressed to company ❖ Check to make sure all drawings AFC This will show a drop down menu as per screen shot below. Select Distribute a Transmittal Once this has been selected a pop up box will appear where the following need to be filled in: Please see Highlights Attn: Click the Attn button and find the company you wish to send to by typing the first letter or the company in you wish to send the transmittal to