Asst. Manager Admin

Assistant Manager – Administration | PEB Industry

Department: Administration / HR & Administration
Designation: Assistant Manager – Administration
Industry: Pre-Engineered Building (PEB) / Heavy Steel Structure Manufacturing
Location: Factory
Reporting To: Head – HR & Administration

1. Job Purpose

To manage and coordinate day-to-day administrative activities of the factory, office, and project sites while ensuring smooth operations, discipline, employee support, facility management, security, transport, housekeeping, and statutory administrative requirements.

2. Key ResponsibilitiesA. Factory & General Administration

• Manage day-to-day administration activities of the manufacturing plant.
• Ensure smooth functioning of office, factory, canteen, housekeeping, transport, security, and other facilities.
• Coordinate with various departments for administrative requirements.
• Maintain administrative records, registers, documents, and reports.
• Ensure proper discipline and adherence to company administrative policies.
• Monitor office and factory infrastructure, utilities, and essential services.

B. Facility Management

• Manage housekeeping, sanitation, drinking water, electricity, air-conditioning, and other facility-related activities.
• Coordinate maintenance of office buildings, factory premises, roads, parking areas, and common facilities.
• Ensure cleanliness and proper upkeep of the premises.
• Coordinate with vendors and service providers for facility-related requirements.
• Monitor utility consumption and identify opportunities for cost control.

C. Security Management

• Supervise security guards and security agencies.
• Prepare and monitor security deployment and shift schedules.
• Ensure proper control of employee, visitor, contractor, and vehicle entry/exit.
• Monitor gate passes, material movement, vehicle movement, and security registers.
• Coordinate with security agencies regarding attendance, discipline, and performance.
• Investigate and report security-related incidents.

D. Transport & Travel Management

• Manage company vehicles, employee transportation, and local transportation requirements.
• Coordinate vehicle allocation and driver schedules.
• Monitor vehicle maintenance, documentation, insurance, and fitness requirements.
• Coordinate employee travel arrangements including hotels, tickets, and local transportation.
• Maintain records of vehicle usage and travel expenses.

E. Vendor & Contractor Management

• Coordinate with housekeeping, security, transport, canteen, maintenance, and other administrative vendors.
• Monitor vendor performance and service quality.
• Verify service bills and supporting documents before submitting them for payment.
• Negotiate service requirements and coordinate renewal of contracts where applicable.
• Maintain vendor and contractor records.

F. Employee Welfare & Engagement

• Support employee welfare initiatives and employee engagement activities.
• Coordinate celebrations, events, festivals, employee meetings, and recreational activities.
• Support employee facilities such as canteen, transportation, drinking water, rest areas, and other welfare facilities.
• Address routine employee administrative grievances and coordinate their resolution.

G. Statutory & Compliance Support

• Coordinate with HR and Compliance teams for applicable factory and labour-related requirements.
• Support maintenance of statutory registers, licenses, permits, and administrative records.
• Coordinate with government departments and local authorities as required.
• Ensure timely renewal of administrative licenses, agreements, and registrations.
• Support factory inspection and documentation requirements.

H. Purchase & Administrative Expenses

• Raise and coordinate purchase requisitions for administrative requirements.
• Monitor administrative budgets and expenses.
• Ensure optimum utilization of administrative resources.
• Coordinate procurement of office stationery, housekeeping materials, uniforms, safety-related administrative items, and other consumables.
• Verify bills and ensure timely submission to Accounts.

I. Safety & Emergency Administration

• Coordinate with the EHS/Safety team for emergency preparedness.
• Support fire safety, emergency response, evacuation drills, and emergency arrangements.
• Ensure proper availability of first-aid and emergency support facilities.
• Report administrative hazards and coordinate corrective actions.

J. MIS & Reporting

• Prepare periodic administration reports and MIS.
• Maintain records of security, housekeeping, transport, attendance of outsourced manpower, vehicle usage, utilities, and administrative expenses.
• Track pending administrative activities and ensure timely closure.
• Present administrative performance and issues to the management.

3. Key Performance Indicators (KPI)

• Smooth and uninterrupted administrative operations.
• Effective management of security, housekeeping, transport, and facilities.
• Timely resolution of administrative issues.
• Vendor performance and cost optimization.
• Compliance with applicable administrative requirements.
• Employee satisfaction regarding administrative facilities.
• Control of administrative expenses.
• Accuracy and timely submission of administrative MIS.
• Proper maintenance of records and documentation.
• Effective handling of emergency and facility-related situations.

4. Required Skills & Competencies

• Strong administrative and organizational skills.
• Good communication and interpersonal skills.
• Vendor and contractor management.
• Facility and security management.
• Problem-solving and decision-making ability.
• Good knowledge of MS Excel, Word, and PowerPoint.
• Ability to manage multiple activities simultaneously.
• Strong coordination with factory, HR, Purchase, Accounts, Projects, and Management teams.
• Knowledge of PEB / steel manufacturing plant administration will be an advantage.

5. Qualification & Experience

Qualification: Graduate in any discipline; MBA/PG Diploma in HR, Administration, or related field will be an advantage.

Experience: 5–8 years of relevant experience in administration, preferably in PEB, steel, engineering, manufacturing, infrastructure, or heavy-industry organizations.

6. Preferred Candidate Profile

The candidate should have hands-on experience in factory administration, facility management, security, transport, housekeeping, vendor management, employee welfare, documentation, and coordination with multiple departments in a manufacturing environment.

Pay: ₹40,000.00 - ₹45,000.00 per month

Benefits:

• Food provided
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person