Kunjungan Mahasiswa Untag Surabaya ke PT. Podo Joyo Masyhur | Business Correspondence Observation

Summary

In this transcript, a discussion takes place between employees of a company about their roles in Human Resources and other divisions. The HR representative explains her responsibilities, which include recruitment, training, and employee contracts. The conversation also touches on the various types of letters used in the company, such as job offer letters and vendor agreements. The importance of reviewing and ensuring the accuracy of company letters is emphasized, with a focus on cooperation between departments like HR, finance, and legal to manage business partnerships and projects.

Takeaways

• 😀 The speaker's name is Femina, and she works in the HR department at PJM, focusing on recruitment and training.
• 😀 Femina's responsibilities include managing attendance, employee contracts, and coordinating training programs.
• 😀 Training schedules are created every six months, with training requests coming from various departments.
• 😀 Recruitment involves posting job positions on job applications and platforms like Instagram for admin roles.
• 😀 Femina also handles employee-related documentation like Personal Protective Information (PPI) and organizational structures.
• 😀 HR also resolves employee relations issues, ensuring smooth interactions between staff and management.
• 😀 Common types of company correspondence include job offer letters, partnership agreements, and vendor-related communication.
• 😀 The company operates across multiple business units: property development, financial services (e.g., pawn services), and commercial ventures.
• 😀 Commercial department frequently handles vendor contracts, such as for new store openings and partnerships with malls.
• 😀 Other divisions involved in correspondence include GA (for procurement), technical teams (for construction materials), and legal departments (for vendor agreements).
• 😀 The company ensures all letters are reviewed by senior staff or supervisors before they are sent to ensure accuracy and compliance.

Q & A

What is the main role of Femina in the company?

Femina works in the HR and recruiting division, specifically handling tasks related to employee attendance, contract management, recruitment, and training activities. She is also involved in creating training schedules and addressing HR-related issues like resolving work relationships.

What kind of recruitment platforms does Femina use?

Femina uses different recruitment platforms based on the position. For staff-level positions, she uses job application platforms like JobStreet, while for admin-level positions, she primarily uses Instagram due to its wider reach.

What is the significance of the PPI and organizational structure in Femina’s role?

Femina is responsible for creating the PPI (Personal Performance Indicator) for employees and developing the organizational structure of the company. This is part of her role in maintaining HR documentation and aligning it with the company's operational needs.

What types of letters or documents does Femina work with in the HR department?

Femina primarily handles offer letters and other HR-related documents. In her role, she also manages employment contracts and letters related to employee training.

What kinds of businesses does the company operate in, and how do these relate to their use of letters?

The company operates in various sectors including property development, financial services (like pawnshops), and commercial businesses. Each business sector has specific letter requirements such as work agreements, vendor contracts, and property leasing letters for mall tenants.

How do other departments interact with letters in the company?

Various departments interact with letters. For example, the General Affairs (GA) department handles vendor procurement, while the technical department manages vendor contracts related to construction materials. The legal department handles formal agreements with vendors, and the finance department uses letters for debt collection and invoicing.

What is the main purpose of the letters used in the company?

The main purpose of the letters is for business cooperation, such as vendor agreements, lease agreements for mall tenants, and partnership offers. In HR, the focus is mainly on offer letters and employment-related documents.

When does the company typically need to use letters?

The company uses letters based on specific needs, such as initiating business cooperation, establishing partnerships, or formalizing employee agreements. The need for letters arises when there are new vendor agreements, project launches, or employee onboarding.

How does the company ensure the accuracy of its letters?

The accuracy of letters is ensured through a review process. Typically, once a letter is drafted, it is reviewed by a senior or supervisor before it is sent out. If necessary, revisions are made, and the document is double-checked to ensure its correctness before being finalized.

What type of letter is often used in the commercial division, and why?

In the commercial division, the most common type of letter is the 'tenant proposal letter.' This is used when the company seeks to open new retail spaces or collaborate with mall management to secure premises for its businesses.