Administration

Department: Administration
Location: TBEL Factory, Bhandgaon, Pune
Experience: 35 Years
Monthly Salary: 40,000

Key Responsibilities:

1. Security Management

• Overall coordination and management of site security operations.
• Ensure adequate security manpower deployment and effective gate management.
• Monitor security processes, checks, registers, access control, and compliance requirements.
• Coordinate with the security agency and ensure timely resolution of security-related concerns.

2. Guest House Management

• End-to-end management of the company Guest House.
• Coordinate room allocation, bookings, housekeeping, maintenance, and guest requirements.
• Ensure cleanliness, availability of required amenities, and overall upkeep.
• Maintain appropriate records and vendor coordination.

3. General Administration & Employee Amenities

• Manage apron and safety shoe inventory, including stock taking, procurement, issue, and replenishment.
• Ensure adequate availability of aprons and shoes as per employee/manpower requirements.
• Manage stationery procurement, stock, issue, and inventory controls.
• Manage Creche facilities and ensure adherence to applicable compliance requirements.
• Coordinate general facility requirements and ensure timely resolution of administrative issues.

4. Fleet & Vehicle Management

• Manage the fleet of company/associate vehicles and related administrative activities.
• Ensure vehicle documentation, statutory compliances, permits, insurance, PUC, fitness certificates, and other applicable records are valid and updated.
• Conduct and maintain vehicle checklists and periodic compliance records.
• Coordinate with transport vendors and ensure vehicle availability and service standards.

5. OHC & Medical Facility Management

• Ensure effective management of the Occupational Health Centre (OHC) and related facilities.
• Coordinate annual health check-ups and ensure completion and compliance records are maintained.
• Ensure availability and validity of medicines, oxygen cylinders, medical instruments, and other emergency medical requirements.
• Maintain periodic inspection/checklist records for medical equipment and facilities.
• Ensure ambulance availability and compliance as per applicable requirements.
• Coordinate with the Medical Team and relevant vendors for timely closure of gaps.

6. Canteen Management

• Manage day-to-day canteen operations and coordinate with the canteen vendor.
• Ensure valid and updated FSSAI licence and other applicable compliance requirements.
• Monitor and maintain canteen checklists and hygiene/operational records.
• Ensure adherence to the approved menu for Breakfast, Lunch, and Dinner.
• Ensure availability and compliance of commercial LPG arrangements.
• Coordinate periodic food testing through an authorized Government agency/laboratory as per applicable compliance requirements.
• Monitor food quality, hygiene, cleanliness, and service standards and ensure timely corrective actions.

7. Vendor Invoice Processing

• Independently coordinate and process Admin-related vendor invoices.
• Verify invoices against agreed scope, services, supporting documents, PO/MRN/SES and other applicable requirements.
• Ensure timely submission and closure of monthly invoices.
• Coordinate with Finance, Procurement, and vendors for resolution of billing discrepancies.

8. Townhalls, Engagement & Events

• Drive townhalls, employee engagement activities, events, and other factory-level initiatives end-to-end.
• Coordinate venue, seating, audio-visual requirements, refreshments, stationery, communication material, and other logistics.
• Ensure timely planning and execution of engagement activities in coordination with HR/P&O.

9. Senior Management / Official Visits

• Coordinate end-to-end administrative arrangements for visits of senior officials, leadership teams, customers, auditors, and other guests.
• Ensure meeting rooms, training facilities, refreshments, water, stationery, seating, housekeeping, and other required arrangements are available.
• Coordinate with relevant functions to ensure smooth execution of visits, meetings, and training programmes.

10. Compliance & Documentation

• Maintain updated records, checklists, licences, certificates, registers, and compliance trackers related to all assigned Administration activities.
• Ensure timely renewal and closure of administrative compliance requirements.
• Conduct periodic reviews of administrative facilities and proactively identify and close gaps.

Key Skills Required

• Strong Factory Administration & Facility Management experience.
• Vendor and contractor management.
• Compliance and documentation management.
• Good knowledge of Excel, MIS, trackers, and reporting.
• Strong coordination and communication skills.
• Ability to independently manage multiple administrative activities.
• Good problem-solving and stakeholder-management skills.
• Strong ownership and follow-through on compliance and operational closure.

Preferred Candidate Profile

• 35 years of experience in Factory Administration / Plant Administration / Facility Management.
• Experience in a manufacturing/FMCG environment will be preferred.
• Should have hands-on experience in managing vendors, facilities, employee amenities, transport, canteen, security, and compliance activities.
• Should be comfortable working in a factory environment and coordinating with multiple stakeholders.

Key Success Measures

• 100% availability and timely renewal of critical Admin compliances.
• Effective security, fleet, OHC, canteen, guest house, and facility management.
• Zero avoidable compliance lapses due to non-availability or delayed renewal.
• Timely processing and closure of Admin vendor invoices.
• Effective execution of townhalls, engagement activities, training facilities, and senior leadership visits.
• Improved service availability and employee experience across Admin facilities.