Administrative Overview
************************

The Administrative chapter outlines all non-technical, non-warehouse operational procedures that
support Maryland Productions (MP) and Event Revolution (RV). These functions are critical for
keeping the business organized, compliant, financially healthy, and responsive to clients and staff.

Administrative operations cover documentation, HR processes, finance, scheduling, internal
communication, and systems management. This chapter ensures that all administrative tasks follow
consistent, professional procedures that align with MP/RV’s standards.


Purpose
=======

- Provide clear guidelines for administrative and office operations.
- Standardize how internal documentation, billing, scheduling, and HR tasks are handled.
- Support efficient collaboration between administrative staff and project teams.
- Ensure legal, financial, and compliance requirements are met.
- Maintain accurate records across MP/RV systems (Current RMS, Flex, accounting tools, etc.).
- Serve as the foundation for onboarding new administrative staff.


Who This Section Is For
=======================

- Office administrators  
- Project Managers (for administrative tasks tied to jobs)  
- Sales and Client Experience staff  
- Warehouse managers submitting documents  
- Technicians reporting hours or expenses  
- Leadership reviewing administrative workflows  
- Freelancers interacting with billing, documentation, or scheduling  

Anyone contributing to backend operations should understand the workflows documented here.


Administrative Responsibilities
===============================

This department oversees:

- Job documentation and file organization  
- Billing and invoicing  
- Payroll coordination  
- HR processes (onboarding, safety compliance, policies)  
- Scheduling (crew, trucks, warehouse)  
- Inventory documentation and asset tracking  
- Vendor and subrental management  
- Legal and insurance documentation  
- Internal communication systems  
- Recordkeeping and data retention  

Clear administrative workflows ensure that technical and warehouse teams can operate smoothly and
that clients receive timely, accurate information.


Key Administrative Systems
==========================

This chapter references several core systems used by MP/RV:

**Current RMS**  
Used primarily by MP for quoting, contracting, scheduling, and invoicing.

**Flex**  
Used by RV for inventory tracking, asset scanning, and rental management.

**Accounting software**  
Used for AP/AR, deposits, deposits clearing, payroll, and tax preparation.

**Monday.com or internal scheduling tools**  
Used for crew scheduling, job calendars, and task management.

**Google Workspace**  
Used for documents, enterprise email, file sharing, and calendars.

**Internal SOP Library**  
This handbook serves as the living documentation of MP/RV operations.

Administrative staff must maintain accurate information across all systems.


Administrative Chapters & Topics
================================

The administrative section includes SOPs for the following categories:

1. **Billing & Invoicing**  
   - Creating invoices  
   - Tracking payments  
   - Late payment follow-up  
   - Damage charges & client disputes  

2. **Payroll & Timesheets**  
   - Collecting crew hours  
   - Approving hours  
   - Submitting payroll  
   - Contractor payments  

3. **Document Management**  
   - File organization  
   - Digital document storage  
   - Scanning and uploading documents  
   - Job folder structure  

4. **Vendor & Subrental Management**  
   - Requesting quotes  
   - Tracking rentals  
   - Returning and checking in subrented gear  
   - Managing vendor relationships  

5. **HR & Compliance**  
   - Onboarding forms  
   - Safety policy acknowledgment  
   - Certifications (forklift, rigging, OSHA, etc.)  
   - Company policies and procedures  

6. **Scheduling & Calendar Management**  
   - Crew assignment  
   - Truck scheduling  
   - Warehouse and logistics calendars  
   - Blackout dates and blocked resources  

7. **Insurance & Legal Documentation**  
   - COI requests  
   - Venue-required documents  
   - Waivers or liability documents  
   - Contractor agreements  

8. **Internal Communication Standards**  
   - Slack email etiquette  
   - Documentation expectations  
   - Escalation guidelines  


Cross-Department Collaboration
==============================

Administrative operations intersect with all major teams:

- **Sales & PM**  
  Receives job details for contracting, billing, and documentation.

- **Warehouse**  
  Provides repair notes, damage logs, and inventory check-in information.

- **Technical Departments**  
  Report labor hours, equipment issues, and changes to equipment lists.

- **Logistics**  
  Coordinate driver hours, truck rentals, and delivery windows.

- **Leadership**  
  Sets administrative policies and reviews financial compliance.

This chapter ensures these interactions are smooth and well-defined.


Administrative Values
=====================

Every administrative workflow should follow these principles:

- **Accuracy** – Details matter; errors create downstream issues.
- **Professionalism** – Communications reflect MP/RV standards.
- **Documentation** – If it isn’t written down, it didn’t happen.
- **Timeliness** – Administrative steps must keep job timelines moving.
- **Confidentiality** – HR and financial information must be secure.
- **Consistency** – Procedures must be followed uniformly across teams.


Linked Administrative SOPs
==========================

.. toctree::
   :maxdepth: 1

   billing_invoicing
   payroll
   document_management
   vendor_subrental
   hr_compliance
   scheduling
   insurance_legal
   internal_communication