Office Manual
The office manual is designed to give you a brief overview of our expectations within the office environment. For further information please refer to the Company's Employee Handbook and Policies.
Office Hours
The Flashbay standard office hours vary by sales territory but core hours for UK support staff are 9.00am to 6pm, Monday to Friday. The hours are shifted for Sales people who sell to different countries. e.g. for Sales account managers targeting France, Germany and Spain, the hours are 8am to 5pm. You may be required to work such additional hours as may be necessary to fulfill the requirements of the role.
The Company reserves the right to vary the times and days at which you are required to work without increasing your total hours at its absolute discretion to meet business needs and/or improve business efficiency.
Flashbay expects that all employees will be punctual both in their dealings with customers and in their day to day activities. Timely arrival in the morning is of particular importance.
Office Conduct
- Please ensure that your desk is kept tidy at all times
- Refrain from playing music through external speakers or through headphones
- Refrain from using your mobile phone within the primary office areas
- Exercise caution when moving your chair as others may be passing by
- Exercise caution when carrying liquids of any kind as a spillage could seriously damage our electronic equipment
- Exercise caution with the floor-boxes as these contain important electrical and communications connections
- Please return all plates to the kitchen area by the end of the day
- Switch off your computer at the end of each working day
- Remove all food items from your desk at the end of each working day
Out of Office Conduct
Flashbay operates in close proximity to a number of other businesses, in a location that has a large staff and resident population. To ensure that Flashbay presents a professional image to all external parties please consider the following principles:
- Be courteous to all people that you encounter outside the office.
- Refrain from making excessive noise in the public spaces, both internal and external.
- Refer all persons enquiring about Flashbay to a member of the HR team and do not divulge information about our business.
- Ensure that the external door to the building is properly closed when you enter and exit the building.
- Remember that our actions reflect on Flashbay as a company so please act responsibly and be courteous to all members of staff, customers and the general public when outside our office.
- Refrain from smoking immediately outside the entrance to the office building and ensure that cigarettes are properly extinguished in bins provided by the office development.
- Do not drop litter within the grounds of office development.
- Ensure that all bicycles are secured only in an approved bicycle storage area and not attached to railings or lamp posts.
- Ensure that cars are parked legally and in accordance with the rules and regulations of the office development.
Environmentally Responsible Behaviour
As part of our Corporate Social Responsibility we are committed to creating and maintaining an environmentally friendly company and to raising awareness amongst all members of Flashbay about environmental issues. Please avoid printing materials unless absolutely necessary and ensure you use the recycling bins around our offices.
Security
Upon joining Flashbay you will be issued with a security 'key' for entry and exit, which you will need to keep with you at all times and use on entering the building. If you lose your key, please report this to the Office Coordinator immediately. We reserve the right to charge employees for the cost of a replacement key.
Please be vigilant at all times:
- Do not allow others to 'tailgate' when you're entring the building
- If you see someone trying to enter the building without an entry key, please politely ask them if they need any assistance and escort them to reception if they state that they have a meeting with someone at Flashbay. If they have no reason to be at our office please inform the Office Coordinator immediately.
- If you notice anyone who you suspect may be unauthorised to be in our offices, please inform the Office Coordinator immediately.
Right of Search
There may be occasions where we are searching for documents, files or products while you are out of the office, and in those circumstances, we reserve the right to search your desk, computer and file cabinets in our attempt to find the material. If we become aware of a theft from our premises we also ask that you allow us the right to search your bags and pockets if we have reason to believe it is appropriate. We would not undertake such a search lightly, but it is important that, to protect the security and well being of all staff, we can investigate thefts promptly.
Who to contact
PRE-SALES, SALES, AFTERSALES
| Issue | Email to |
|---|---|
| Pre - sales requests (components, technical etc) | Group Leader / Team Leader/ Operations |
| Changes to orders still in the factory | Aftersales + Operations |
| Shipment inquiries once order left the factory | shiptrack@flashbay.com |
| Sample pack inquiries | warehouse.uk@flashbay.com |
| Amendments for shipment of sample pack in transit | gb.pcspremier@dhl.com + warehouse.uk@flashbay.com |
| Aftersales cases | Aftersales + Group Leader |
| Permission for special pre-sales requests, orders, samples | Group Leader + ralf@flashbay.com |
| Supplier forms, Contracts | Office Coordinator (kamila@flashbay.com) |
| Sending Invoice via post | Office Coordinator (office@flashbay.com) |
| Merging requests | Office Coordinator (kamila@flashbay.com) |
| Sales Person change request | Sales Compliance Coordinator (e.junger@flashbay.com) |
| Payment proof | paymentproof@flashbay.com |
| Request of Credit Note/ Refund | Aftersales |
| Request for copy Invoice or Statement | accounts.uk@flashbay.com |
| Lead time questions | Group Leader / Team Leader/ Operations |
| Screen Print & Engraving feasibility questions | Graphic Designer (bartek@flashbay.com) |
| Price match | Group Leader / Team Leader |
| Orders below Price Level 0 | Group Leader/ Team Leader => final approval: ralf@flashbay.com |
| Hold off request | Group Leader / Team Leader => final approval: ralf@flashbay.com |
| Shipping approval (without Payment proof) | Group Leader / Team Leader => final approval: ralf@flashbay.com |
OFFICE AND OTHER
| Issue | Email to |
|---|---|
| Office environment issue/ request (fridge, leakage, stationery etc) | office@flashbay.com |
| Lateness and absence | Group Leader / Team Leader + attendance@flashbay.com |
| Holiday requests | Group Leader / Team Leader |
| HR questions, issues | hr.uk@flashbay.com |
| Quote tool feedback and wiki suggestions | Sales Compliance Coordinator (e.junger@flashbay.com) |
| Website issues | Digital Marketing Manager (marketing@flashbay.com) |
| IT related issues (keyboard, phone, computer | IT Manager/ IT Junior Engineer (itsupport@flashbay.com) |
| Web Lead status | Sales Director Assistant (joanna.n@flashbay.com) - Only for Group Leaders / Team Leaders to contact |
| Payroll | Accounts UK (accounts.uk@flashbay.com) |
| Suggestions and ideas from staff | ideas@flashbay.com |
| Customer feedback | Group Leader / Team Leader => ralf@flashbay.com |
| Infringement | infringement@flashbay.com |
