General Affairs Responsibilities
The General Affairs function manages the physical workspace, operational logistics, and vendor ecosystem that keeps Kyndof's production operations running smoothly. Here's how RABSIC accountability distributes across our key responsibility areas.
Facilities Management
Maintaining safe, functional production and office spaces
The GA Manager is Accountable for all facilities strategy—deciding when to expand spaces, negotiating lease renewals, setting facility standards, and owning the facilities budget. The Facilities Coordinator is Responsible for executing day-to-day maintenance, coordinating repairs, and ensuring spaces remain operational.
When the production studio HVAC system fails during summer (critical because fabric storage requires climate control), the Facilities Coordinator immediately coordinates emergency repairs while the GA Manager authorizes overtime costs and evaluates whether recurring failures justify system replacement.
Landlords and property managers are Informed about maintenance schedules that might affect building operations. Production teams are Consulted before major facility changes that could disrupt workflows—for example, relocating cutting tables requires input from cutting room supervisors about optimal layout.
RABSIC Matrix: Facilities Management
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Lease renewals | GA Manager | GA Manager | CFO, CEO | Finance |
| Major repairs ($5K+) | GA Manager | Facilities Coordinator | Finance | Operations |
| Routine maintenance | GA Manager | Facilities Coordinator | - | Operations |
| Space layout changes | GA Manager | Facilities Coordinator | Operations teams | All staff |
| Safety compliance | GA Manager | Facilities Coordinator | Security Lead | All staff |
Office Operations
Managing traditional office functions and admin support
The Admin Assistant is Responsible for daily office operations: ordering supplies, managing printers, coordinating cleaning services, and ensuring reception areas are presentable for client visits. The GA Manager is Accountable for office operations strategy and vendor relationships.
When clients schedule on-site fittings, the Admin Assistant ensures fitting rooms are prepared, climate-controlled, and stocked with necessary supplies. They coordinate with cleaning services for extra attention before high-profile client visits. The GA Manager is Consulted on budget for special accommodations requested by VIP clients.
IT Support vendors provide equipment maintenance (Support role). Security services are Informed about visitor schedules that affect building access.
RABSIC Matrix: Office Operations
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Supply procurement | GA Manager | Admin Assistant | Finance | - |
| Vendor selection | GA Manager | GA Manager | Admin Assistant | Finance |
| Reception protocols | GA Manager | Admin Assistant | Sales | - |
| Office equipment | GA Manager | Admin Assistant | IT Support | Finance |
| Cleaning standards | GA Manager | Admin Assistant | - | All staff |
Sample Room Management
Organizing and maintaining the fabric and materials library
The Sample Room Coordinator is Responsible for managing Kyndof's extensive fabric swatch collection—thousands of samples from suppliers worldwide. This includes logging new samples, organizing by material type and color, fulfilling designer requests, maintaining climate control, and archiving obsolete samples.
Designers are Consulted on organization systems that affect their ability to find materials quickly. When designers request samples for new projects, the Sample Room Coordinator ensures retrieval happens within 15 minutes (KPI target). The GA Manager is Accountable for sample room budget and coordinates with suppliers on bulk sample shipments.
Supply Chain is Informed about sample inventory levels that indicate potential material sourcing needs. Suppliers are Consulted on new material lines requiring sample submissions.
RABSIC Matrix: Sample Room Management
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Organization system | GA Manager | Sample Room Coordinator | Design team | - |
| Sample cataloging | GA Manager | Sample Room Coordinator | - | Design team |
| Climate control | GA Manager | Facilities Coordinator | Sample Room Coordinator | - |
| Sample requests | Sample Room Coordinator | Sample Room Coordinator | - | Designers |
| Supplier coordination | GA Manager | Sample Room Coordinator | Supply Chain | - |
Equipment Maintenance
Keeping production equipment operational
The GA Manager is Accountable for equipment maintenance strategy, including preventive maintenance schedules, equipment budgets, and decisions about repairs versus replacements. The Facilities Coordinator is Responsible for executing maintenance, coordinating with technicians, and tracking warranties.
When industrial sewing machines require service, the Facilities Coordinator schedules technicians during production downtime to minimize disruption. They maintain asset inventory with purchase dates, maintenance history, and replacement timelines. If a critical machine needs expensive repairs, the Facilities Coordinator analyzes cost-benefit (repair vs. replace) and recommends action to the GA Manager.
Production supervisors are Consulted on equipment performance issues that might require maintenance. Finance is Consulted on capital equipment purchases. Operations is Informed about maintenance schedules that affect production capacity.
RABSIC Matrix: Equipment Maintenance
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Preventive maintenance schedule | GA Manager | Facilities Coordinator | Operations | - |
| Equipment repairs | GA Manager | Facilities Coordinator | Finance (if >$3K) | Operations |
| Equipment replacement | GA Manager | GA Manager | Finance, Operations | - |
| Warranty management | GA Manager | Facilities Coordinator | - | Finance |
| Technician selection | GA Manager | Facilities Coordinator | Operations | - |
Studio Coordination
Managing shared production space scheduling
The production studio operates with multiple teams sharing space for sewing, fittings, photo shoots, and equipment maintenance. The Facilities Coordinator is Responsible for managing the studio calendar and resolving scheduling conflicts.
Production teams are Consulted on scheduling needs for active orders with fixed deadlines. Marketing is Consulted on photo shoot timing. The GA Manager is Accountable for final decisions when conflicts arise that require priority judgments—for example, when a client requests emergency fitting space during scheduled production time.
All stakeholders are Informed about finalized schedules and any changes. The Facilities Coordinator proactively communicates schedule updates via Slack #general-affairs channel to minimize surprises.
RABSIC Matrix: Studio Coordination
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Studio calendar management | GA Manager | Facilities Coordinator | Operations, Sales | All teams |
| Scheduling priority calls | GA Manager | Facilities Coordinator | Production, Sales | - |
| Photo shoot coordination | GA Manager | Facilities Coordinator | Marketing | Operations |
| Fitting room scheduling | GA Manager | Facilities Coordinator | Sales | Design |
| Maintenance windows | GA Manager | Facilities Coordinator | Operations | All teams |
Vendor Management
Building and maintaining supplier relationships
The GA Manager is Accountable for vendor strategy, including onboarding new vendors, negotiating contracts, and evaluating vendor performance. The Facilities Coordinator and Admin Assistant provide Support by maintaining vendor databases, processing purchase orders, and coordinating deliveries.
When selecting new cleaning services, the GA Manager defines requirements, evaluates proposals, and makes final vendor selection decisions. The Admin Assistant coordinates trial periods and collects feedback from staff. Finance is Consulted on contract terms and payment structures.
Vendor access to facilities is managed by Security Lead (Support), who coordinates with GA on access permissions and timing. Operations teams are Informed about delivery schedules that affect production areas.
RABSIC Matrix: Vendor Management
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Vendor selection | GA Manager | GA Manager | Finance | Using departments |
| Contract negotiation | GA Manager | GA Manager | Finance, Legal | - |
| Vendor onboarding | GA Manager | Admin Assistant | Security Lead | Finance |
| Performance evaluation | GA Manager | GA Manager | Using departments | Finance |
| Vendor termination | GA Manager | GA Manager | Finance, Legal | Using departments |
Procurement
Coordinating purchase requests across departments
The GA Manager is Accountable for procurement strategy and budget allocation. The Admin Assistant is Responsible for routine procurement execution: obtaining quotes, placing orders, tracking shipments, and coordinating delivery.
For recurring supplies (office supplies, cleaning materials, basic sewing supplies), the Admin Assistant proactively reorders based on inventory levels. For capital purchases (new equipment, furniture), Finance is Consulted on budget approval before procurement proceeds. Requesting departments are Consulted on specifications to ensure purchases meet their needs.
The GA Manager reviews monthly procurement reports to identify cost-saving opportunities through volume discounts or vendor consolidation (KPI target: 5% annual savings through negotiations).
RABSIC Matrix: Procurement
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Routine supply orders | GA Manager | Admin Assistant | - | Requesting dept |
| Capital purchases ($5K+) | GA Manager | Admin Assistant | Finance, Requesting dept | - |
| Vendor quote evaluation | GA Manager | Admin Assistant | Finance | - |
| Emergency purchases | GA Manager | Admin Assistant | Finance (if >$1K) | Requesting dept |
| Procurement policy | GA Manager | GA Manager | Finance | All departments |
Shipping & Logistics
Managing outbound costume deliveries
The Shipping Coordinator is Responsible for executing outbound shipments: packaging costumes to prevent damage, preparing shipping documentation, coordinating with carriers, and tracking delivery confirmation. The GA Manager is Accountable for shipping strategy, carrier relationships, and logistics budget.
When shipping internationally (common for K-pop performances abroad), the Shipping Coordinator manages customs documentation and freight forwarder coordination. Operations is Consulted on special packaging requirements for delicate costumes. Customer Service is Informed about shipment tracking numbers to provide clients with delivery updates.
For high-value shipments to major clients, the GA Manager reviews insurance coverage and selects premium shipping options. Finance is Consulted on shipping cost allocation and client billing.
RABSIC Matrix: Shipping & Logistics
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Carrier selection | GA Manager | Shipping Coordinator | Finance | Customer Service |
| Shipping standards | GA Manager | Shipping Coordinator | Operations | - |
| International shipments | GA Manager | Shipping Coordinator | Operations, Finance | Customer Service |
| Damage claims | GA Manager | Shipping Coordinator | Customer Service | Finance |
| Rush shipping decisions | GA Manager | Shipping Coordinator | Customer Service, Finance | Operations |
Health & Safety
Ensuring workplace safety and regulatory compliance
The GA Manager is Accountable for health and safety compliance with OSHA manufacturing standards. The Facilities Coordinator is Responsible for executing safety protocols: maintaining fire safety equipment, managing first aid supplies, conducting quarterly training, and performing regular inspections.
The Security Lead provides Support for emergency procedures and security system management. Operations is Consulted on ergonomic workstation setup to prevent repetitive strain injuries. All staff are Informed about safety procedures, emergency exits, and incident reporting processes.
When safety incidents occur, the Facilities Coordinator documents details and conducts root cause analysis. The GA Manager reviews incidents quarterly to identify training needs or process improvements. Legal and HR are Consulted on compliance requirements and employee safety training.
RABSIC Matrix: Health & Safety
| Decision Type | A (Accountable) | R (Responsible) | C (Consulted) | I (Informed) |
|---|---|---|---|---|
| Safety compliance | GA Manager | Facilities Coordinator | Legal, HR | All staff |
| Emergency protocols | GA Manager | Facilities Coordinator | Security Lead | All staff |
| Safety training | GA Manager | Facilities Coordinator | HR | All staff |
| Incident investigation | GA Manager | Facilities Coordinator | HR, Legal | Leadership |
| Safety equipment | GA Manager | Facilities Coordinator | Operations | - |
Cross-Functional Coordination
General Affairs intersects with almost every function. Here's when other functions should engage GA:
Operations needs GA when:
- Production equipment requires maintenance or repair
- Studio scheduling changes affect production capacity
- New equipment purchases are planned
- Safety concerns arise on production floor
Sales needs GA when:
- Client visits require facility preparation
- VIP client accommodations exceed standard office operations
- Shipping timeline questions arise during sales process
Finance needs GA when:
- Facilities or vendor budgets require adjustment
- Capital expenditure approvals are needed
- Cost allocation questions relate to facilities or operations
HR needs GA when:
- New employees need workspace setup
- Facility accessibility accommodations are required
- Safety training is scheduled
Related Resources
- GA Processes - Core workflows and procedures
- Facilities Maintenance - Maintenance protocols
- Sample Room Management - Organization and access procedures
- Equipment Maintenance - Asset tracking and scheduling
Last Updated: 2026-02-03 Maintained by: GA Function Questions? Ask in #general-affairs on Slack