US 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 are 8am - 5pm, Monday to Friday. Our US Sales team work one of the following shifts: 6am - 3pm; 7am - 4pm or 8am - 5pm.
Overtime is not permitted, unless approved in advance by HR. If you'd like to make a request to work overtime, please send it to hr.us@flashbay.com, no later than 10 minutes before the end of your shift.
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 if for any reason you will arrive late, please inform HR via hr.us@flashbay.com.
Office Conduct
- Please ensure that your desk and working area 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.
- Please return all plates, mugs, glasses and cutlery to the kitchen area by the end of the day.
- Please do not take any plates, mugs, glasses and cutlery home. If you happen to do so accidentally, please return as soon as possible.
- Remember to lock your computer when you are away from your desk .
- 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.
- Do not change the settings on any thermostat unless you have the permission of your supervisor.
Out of Office Conduct
Flashbay operates in close proximity to a number of other businesses. To ensure that Flashbay presents a professional image to all external parties please consider the following principles:
- Refrain from making excessive noise in the public spaces, both internal and external.
- Refer all persons enquiring about Flashbay to a member of the Administration 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 or in close proximity to any windows and ensure that cigarettes are properly extinguished in bins provided.
- Please remember you are acting as ambassadors of Flashbay during work-related social events which are covered under Company policies.
- Do not drop litter.
- 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
We use a 24-7 video surveillance inside and outside our office buildings, and in public areas for safety, security and quality assurance. The video surveillance system helps control access to our building and helps ensure the security of our building, the safety of our staff and visitors, as well as property and information located or stored on the premises.
Please be vigilant at all times:
- Do not allow others to 'tailgate' when you're entering the building
- If you see someone trying to enter the building, 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 Administration Manager or Office Coordinator immediately.
- If you notice anyone who you suspect may be unauthorized to be in our offices, please inform the Administration Manager or Office Coordinator immediately.
To ensure the safety of all of our employees and to aid in building strong working relationships, all employees must have a photograph of themselves on NetSuite, Slack and Wrike (if applicable). The Administration Manager or Office Coordinator will contact you to arrange for a photograph to be taken - the photograph will be used for internal purposes only.
Personal Belongings
Personal belongings such as coats, purses, lunches, etc. may be stored in your desk or in a designated storage area. It is not advised to bring any valuable personal possessions to the office. While you are on Company property, these items or any other personal property may need to be inspected because of health and safety, security or other concerns.
Flashbay bares no responsibility for the loss or damage of any personal property.
Flashbay Inc Who to contact
| Issue | Email to |
|---|---|
| Office environment issue/request (air-conditioning, fridge, leakage, stationery etc) | ashley@flashbay.com |
| Lateness and absence | hr.us@flashbay.com |
| Holiday requests | hr.us@flashbay.com |
| HR questions, issues, reference requests | hr.us@flashbay.com |
| Payroll or Pension related questions | hr.us@flashbay.com |
| Quote tool feedback and wiki suggestions | Global Sales Performance & Operations Manager (e.junger@flashbay.com) |
| Website issues | Digital Marketing Manager (marketing@flashbay.com) |
| IT related issues (keyboard, phone, computer) | #it_help_us Slack Channel |
| Feedback, suggestions, concerns and ideas from staff | feedback@flashbay.com |
| Sales Exemption Certificates | finance.us@flashbay.com |
