Master-lists Office
Summary Checklist
Finalise room layouts with designer and operator
Confirm required office furniture by department
Validate OS&E list with departmental heads and operator
Coordinate power/data needs for electronics
Verify fire code compliance for materials
Confirm IT/telecom integration scope
Schedule staged delivery and early essential items
Include spare parts and maintenance contracts where needed
1. Scope Clarification: FF&E vs OS&E
| Item Type | Typically Classified As | Notes |
|---|---|---|
| Desks, chairs, cabinets | FF&E | Part of architectural layout and interior design scope |
| Filing systems | FF&E (fixed), OS&E (mobile) | Depends on mobility, size, and whether built-in |
| Office electronics (phones, label printers, calculators) | OS&E | Purchased under OS&E unless integrated into IT package |
| Photocopiers, printers, shredders | OS&E or leased | Clarify with operator – may be locally sourced or leased |
| Key cabinets, mail sorters | OS&E | May also fall under security package |
| Badging/labeling machines | OS&E | Often overlooked – check OS&E masterlist |
2. Key Planning & Coordination Requirements
A. Stakeholder Inputs
- Hotel Operator: Functional needs, user groups, and departmental allocation
- Architect/Interior Designer: Layout coordination, colours, and materials
- IT Consultant: For printers, networking, digital filing systems
- Procurement Team: Supplier selection, cost control, local compliance
B. Architectural Integration
- Furniture layout must follow approved architectural plans.
- Verify electrical and data connection locations for office equipment.
- Ensure coordination between furniture placement and mechanical/electrical layouts.
3. Furniture Procurement Considerations (FF&E)
A. Materials & Design
Style and finishes must match the overall design language of the hotel (back-of-house may be more utilitarian).
Materials must conform to local fire safety codes.
B. Ergonomics & Durability
- Choose ergonomic chairs and adjustable workstations for operational efficiency.
- Use commercial-grade furniture suitable for 24/7 operation (e.g., reception and security).
C. Filing & Storage
- Filing cabinets should support locally available suspension file formats.
- Mobile or rail-based systems must consider floor load limits and door access.
4. Office OS&E Procurement Considerations
A. Standard OS&E Equipment by Department
Department Key OS&E Items
- Front Office Label printers, key cabinets, guest registration folders
- Sales & Admin Stationery kits, printers, desktop accessories
- Engineering Office Clipboards, tools documentation storage
- Housekeeping Office Radios, mobile phones, cleaning logs
- Security Office Safes, logging books, surveillance equipment interface
- Executive Office Presentation kits, binders, IT accessories
B. Technology Equipment
Coordinate specs and models for:
- Multifunction printers/photocopiers (networked)
- Telephones and voicemail systems (may fall under IT scope)
- Franking/postage machines (confirm local supplier/rental)
- Time attendance systems (coordinate with HR and IT)
C. Safes & Key Control
- Confirm quantity and location of key cabinets, safes, and deposit lockers.
Safes must:
Be compliant with insurance requirements
Have suitable floor load-bearing support
Be serviceable by a local maintenance provider
5. Installation & Timing
Ensure early delivery of a photocopier and basic office kits for pre-opening setup.
Plan phased delivery to avoid site congestion and align with commissioning timelines.
Verify access routes for large items (e.g., safes).
6. Compliance & Documentation
All equipment must comply with:
Local fire, electrical, and occupational safety codes
Relevant warranty and maintenance terms
Maintain a clear asset register of all OS&E items for inventory tracking and handover.
Scope and spec notes:
Office & Administration Areas – OS&E and FF&E Summary
1. Furniture
Office furniture is typically part of the FF&E package, not OS&E.
Final requirements to align with:
Architectural layouts
Operator’s functional needs
A generic furniture list is often provided but must be validated during design coordination.
Colours and fabrics are to be selected by the Designer and approved by the General Manager (GM).
All materials and fabrics must comply with local fire safety regulations.
2. Filing & Storage
Filing systems must accommodate standard locally available suspension files.
Buyer to identify a local supplier of these file types.
Mobile rail-based filing systems are not included.
Pigeonhole units (e.g., for mail) may be provided under the main construction contract; coordination is required to confirm.
Site dimensions for built-in or fitted filing and storage units must be verified by the supplier.
3. Security & Safes
Determine the required number and type of:
Key cabinets
Safes
Deposit lockers (for front desk and conference centre)
Safe deposit boxes
Safe units must:
Meet local insurance standards
Have available local maintenance support
Be sized appropriately for doorway access
Comply with floor load limits in installation areas
Coordinate safe and deposit box requirements with the architect, operator, and Project Manager.
4. Equipment & Services
Franking machines will likely be locally sourced or rented. Buyer to confirm sourcing.
Photocopiers and fax machines:
Clarify whether these will be rented or purchased
Confirm required specifications with the operator
Ensure one photocopier is delivered early for pre-opening offices
Labeling/badge machines (e.g., Brother label printer) to be reviewed against the OS&E Master List.
Cash handling procedures (e.g., use of deposit boxes) must be finalized with hotel operations.
5. Services & Installation
All equipment requiring power must be factored into the electrical layout and connected as per hotel installation timelines.
Coordination with the Project Manager is essential for:
Electrical supply and outlet planning
Equipment access (especially for safes)
Delivery and install timing (e.g., early photocopier delivery)
