Administration Executive

JOB PURPOSE

To ensure efficient and seamless administration of all manufacturing plants and corporate office by delivering best-in-class facilities and support services. The role is responsible for infrastructure upkeep, vendor management, employee services, statutory compliance, audits, and liaisoning with authorities to ensure smooth and compliant operations.

MAIN RESPONSIBILITIES

1. Overall Administration (Multi-Location)

• Oversee end-to-end administration of all 4 manufacturing plants and city office.
• Ensure high standards of facility management, upkeep, and employee services.
• Conduct periodic inspections to maintain world-class infrastructure standards.

2. Facility Management & Upkeep

Manage housekeeping, gardening, pest control, and cleanliness across all locations.
Ensure maintenance of buildings, utilities, furniture, and office infrastructure.
Monitor STP/ETP, waste management, water systems, and energy usage.

3. Transport & Logistics Management

Manage employee transportation (bus/cab), vehicles, and driver operations.
Monitor vehicle utilization, fuel consumption, and maintenance.
Ensure safe, reliable, and timely commuting services.

4. Security Management

Ensure effective deployment and monitoring of security services across locations.
Implement and review security protocols, access control, and surveillance systems.

5. Employee Services & Engagement

Provide best-in-class facilities including canteen, pantry, and workplace amenities.
Plan and execute employee engagement activities (especially for shopfloor employees).
Ensure grievance handling related to admin services.

6. IT & Infrastructure Support

Coordinate with IT team for telecom, networking, and system infrastructure support.
Ensure uptime and functionality of basic IT and office systems.
Liaise with infrastructure team for expansion, layout changes, and facility

7. Vendor & Contract Management

Manage contracts related to housekeeping, security, transport, canteen, and maintenance.
Ensure service quality, SLA adherence, and timely bill processing.
Coordinate with purchase and finance for PO release and payments.

8. Statutory Compliance & Legal (Admin Scope)

Ensure compliance with applicable laws related to facility management, safety, environment, and local regulations.
Maintain licenses, approvals, and statutory records.
Handle legal matters related to administration and infrastructure.

9. Liaisoning with Authorities

Liaise with local authorities such as Police, Municipality, Electricity Board, Pollution Control Board, etc.
Facilitate inspections, approvals, and statutory interactions.

10. Discipline & Governance

Ensure discipline and compliance to workplace norms in common areas and facilities.
Support disciplinary actions related to admin violations

11. Audits & Compliance Systems

Ensure readiness for internal, external, ISO, and customer audits.
Maintain records, documentation, and closure of audit observations

8. Probation reviews

REQUIRED COMPETENCIES

Strong administrative and facility management expertise

Vendor and contract management skills

Knowledge of statutory compliance and legal frameworks

Problem-solving and decision-making ability

Focus on quality, safety, and cost optimization

GOOD TO HAVE COMPETENCIES

Knowledge of Scrum / Agile methodologies

Exposure to Deming / Quality excellence frameworks

EDUCATION & EXPERIENCE

Any Graduate (Preferred: MBA / PGDM in Operations, HR or Administration)

3+ years of experience in administration of manufacturing facilities

Experience in multi-location plant administration preferred