Office Coordination: Moving Existing Employee Office

Owned by Sara Yilmaz
Last updated: Apr 25, 2024
2 min read

The Administrative Coordinator is in charge of office coordination, this involves coordinating with existing employees to move workspaces when requested. This article will provide a checklist and instructions.

Step-by-step guide

  1. The employee or their supervisor will submit a ticket request to move.

FASS Agent Step-by-step guide

  1. Confirm the following information with the employee and their supervisor in the ticket:
    1. New office/workstation location
    2. Date of move
    3. Index to charge work to
    4. What furniture/equipment needs to be moved
  2. Internet Connection: submit an NTS ticket 
    1. provide the jack numbers for NTS to activate
      1. These will be found in the office/workspace of the new employee)
      2. Tip: phone jack numbers are odd and data jack numbers are even
    2. Building 1715 Franklin or 130
    3. Description: request data activation
    4. comment on the Jira ticket with the Service Request ID number
      1. In the linked IT ticket comment when the data jacks will be live so FASS IT can plan accordingly 
  3. Create workstation move ticket for FASS IT - link to office move ticket and coordinate with IT so workstation move takes place at the name time phone/data jacks are migrated
  4. Create work control ticket to move office furniture if applicable
    1. Coordinate with all parties involved to ensure furniture move happens when workstation and phone/data jacks move happen.
      1. Cc employee that is moving and their supervisor in the email so they can be kept in the loop. 
    2. If something needs to be mounted on the wall or any holes are drilled into the walls, make sure to include that in the ticket. EH&S will need to conduct an asbestos test before drilling can happen.
  5. Determine if office furniture is needed with the supervisor, place orders as necessary
    1. Get a trash can from Stores if there is not one in the office
  6. Office key - request a new office key or transfer key from the previous office occupant
    1. Request a new key:
      1. submit an advanced key order request on behalf of the new employee
      2. Index: confirm unit index with supervisor
      3. People: New employee first and last name, 95#, staff
      4. Once the electronic form is submitted, fill out the same information in the physical request form
      5. Once the employee starts - have them sign the key form and sign it as the authorized requester
      6. The key should be ready within 48 hours, go to the key office in the EMU and pick up the key
      7. Keep the new key and key form until the employee has moved and collect the key for their old office
    2. Transfer key from the previous office occupant
      1. Send an email to the key office and inform them of the key ownership change
  7. Office sign: move the existing sign or create a new office sign listing the employee's name and title
    1. see attached template 

  8. Follow up with employee to see if they need assistance with anything else.

  9. Resolve the ticket when done.