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Define office operations scope across remote coordination and local work

A service catalog for office requests, vendors, supplies and recurring admin, with clear landlord, client and local-provider responsibilities.

A coordinated office service needs more than a list of vendors. Define who receives the need, who arranges the work, who performs physical tasks and who approves changes. Keep those responsibilities visible at each location.

Build the catalog from real work

Review requests, invoices and recurring tasks to identify the work your team actually coordinates. Typical categories include supplies, service requests, vendor appointments, operating documents and renewal reminders. Record exclusions alongside the included work. Reception coverage, technical maintenance, accounting and security are separate responsibilities unless specifically agreed.

For each category, describe the starting information, the completed result and the expected client involvement. 'Manage supplies' is too broad. 'Maintain the approved catalog, prepare orders, seek approval for exceptions and track delivery confirmation' gives the team something testable.

Separate coordination from physical execution

A remote coordinator can contact a provider, obtain a quote, arrange a visit and track progress. Someone at the site may still need to receive the delivery, confirm a room is accessible or verify that an item arrived. Do not leave those small physical tasks unassigned.

At a leased office, check the actual lease and building service arrangements with the appropriate client contact. Responsibility varies by property and agreement. This guide does not determine legal liability or authorize work on building systems.

Work itemCentral coordinationLocal responsibility
Service visitConfirm scope, quote and time windowArrange authorized access and confirm practical result
Supply orderCheck catalog, approval and delivery statusVerify stock and receipt
Recurring taskMaintain schedule and follow-upPerform site-specific physical check if required
Building issueRoute to building management and track responseReport observed impact and follow site procedures

Adapt to office use without inventing a universal ratio

Office activity can vary by day and location. CBRE's 2026 Americas occupier survey provides regional context on changing office expectations; it is not a staffing rule for a small US business. Use your own attendance patterns, delivery history and service needs to set a workable schedule.

A busy event day may require local setup and extra supplies even when weekly average attendance is modest. Record those planned exceptions rather than raising every site's baseline stock and service frequency. A local lead should be able to flag changes before they become urgent requests.

Keep common standards and local exceptions

Across several sites, standardize request categories, approval fields and reporting definitions. Keep access instructions, building contacts, delivery constraints and provider availability specific to the site. Central visibility does not require one contractor for every location.

The Polish local articles contributed the useful distinction between tenant operations and building management. Their city-specific claims do not transfer to US cities. No city page or local SFI presence is implied by this operating model.

Test a manageable initial catalog

Choose a few frequent categories, identify the local people and agree how changes are approved. Review delayed handoffs, client time spent clarifying requests and tasks that fell outside scope. Expand when the process can handle absence and exceptions without depending on one person's memory.

SFI's proposed role is remote coordination within an agreed scope, supported by request visibility in SFI HUB. Physical services use agreed local providers. Location coverage, response windows and commercial terms must be confirmed before engagement, rather than inferred from a general service list.

Sources and reading limits

The workflow and templates are editorial proposals. External sources provide the context described below; they do not verify SFI results or delivery capabilities.