Admin Plan (job descriptions, objectives, tasks and responsibilities of 3ffb staff)

TO    : 3ffb staff

Thru :   GM Madel

Objectives:

1. To achieve sales and collection targets (to ensure financial viability of 3ffb and SBU

2. To clarify tasks and objectives of jobs;

3. To complete the number of staff at 3ffb and ensure completion of all jobs and tasks

4. To underscore the importance of having revenues due to added personnel cost

Background:

1.  We have not achieved sales and collection target h2 of 2015;  our sales and collection performance for 2016 H1 has been an underperformance. Only June showed promising results

    This stems from:

     1.  Non delivery of documents despite efforts in 2014 to streamline this with simplified documents and portal

     2.  Lack of staff at the SBU

     3.  Non development or slow development of SBUs, beautification projects not being done or completed

     4.  Collection efforts are spotty, ledgers not up to date, ageing not up to date, as well as forfeiture

     5. 3ffb new staff do not understand what they are doing, pretend to know that they know, or say the wrong things to sbu.

     6.  Two previous new hires were unfit and have to be let go.

     7.  We do not yet have Majorem staff which even govt agencies questioned.  This is for more than a year and a half

What:

To let the 3ffb new staff, Marjorie and Rizza understand their jobs and where they are now.

BPI is an organization to plan, do check and act on corporate plan of sbus

It has parallel functions in SBU (matrix management):

IT IS MANDATED TO:

    1. Assist SBU attain their sales and collection objectives

    2. Pursue growth strategies and the vision

Complete plantilla would include:

     HR and Admin Assistant (officer)   (1)

     General Accounting (Assistant/officer)  (1)

         AP Assistant   (1)

         AR Assistant    (1)

         Treasury Assistant  (1)

Audit Assitant        (1)

Operations/interment Assistant  (1)

Marketing Coordinator/Sales Admin  (1)

TOTAL                                            8

As of now we only have 4.  only 50% filled up.  More recruitment and training needed.  We need additional source of funds to complete this

   Finance and accounting

          journals

          cash receipt book

          disbursements

          collection

          compliance with govt regulations:   SSS, BIR, Philphealth, HDMF

         accountable forms

         purchasing

         inventories :  materials, plots for sale  (actual and reports)

         sales report

         Financial Reports:

            PNL

            Cash Flow

            Balanced Statement of Condition

            Audited

HR:

         recruitment

         training

         salary and benefits  (leaves sl and vl, allowances)

         SSS, HDMF, Philhealth remittances, benefits

         performance evaluation, promotion, salary increases

         CCD

         communications

          Reports to govt agencies:   HDMF, Philhealth, SSS, and BIR

Sales Admin

         CRM -  Customer Data Base

          Repeat Sales

          Documents:   PPA and CO DOS typing, signing list and filing (archiving)

          Master list of plots (updated)

          SEAD of Sellers and organizational charts

         Commission payment of agents

 Operations

        TPM of vehicles

        Monthly Dent report

        Maintenance of equipment

        Inventory of equipment

        Training and monitoring of GT and TS activities

        Park beautification

Outcome/outputs, tasks and responsibilities of new trainees

Product brief and description (Draft)

TO     :  CC

I am drafting the product brief and description.

A.  There are two that we should make:

1.  One internal (for our own consumption)

2.  One external:    for the TC, and marketing.

B.  Contents:   Internal

1.  Name

2.  Brief description

3.  Tags

4.  Benefits to the customer

5.  Price

6.  Cost

7.  GP

8.  Product features

For the external, we simply eliminate:   # 5 6 and 7

For coverage write up:

1. Interment service

2.  ETE Btr

3.  ETE Crem

4.  Chapel use (3 or four packages)

5.   Funeral service (3 or four packages

Example:

A.

 1.  Basic interment service

 2.  Brief description:

     It is a barebones interment service that features only:  tent, 6 chairs, old carpet, vault, and lowering of the dead.  No ceremonies, no food, music

3  Tag  -  affordable interment

4.  Benefits:

    1.  Affordable

    2.  No hassle interment after being maxed out at hospital

5.  Selling price -  P9,995.00

6.  Cost

7.  GP

8.  Product features:

     1.  Tent

     2.  6 chairs

     3.  Old tent

     4.  Assistance from CSS

Write other products description. ASAP

Cynthia Fermin

Jorge US

Holy Gardens Group

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