Liaison Head

JOB DESCRIPTION LIAISON OFFICER

Garment Manufacturing Company

Department: Administration / HR & Liaison
Designation: Liaison Officer
Reporting To: HR Head / Director / Management
Location: Factory / Head Office
Experience: 5–10 Years preferred
Industry: Garment Manufacturing / Textile / Manufacturing

1. JOB PURPOSE

To manage and coordinate the company's official liaison activities with Police Department, Courts, Labour Department, Municipal Corporation (MCL), Property/Revenue Departments, Electricity, Fire, Pollution Control, Factory Inspectorate and other Government Departments.

The Liaison Officer will ensure timely follow-up of government-related matters, notices, permissions, inspections, documentation and official communications while maintaining proper records and professional relationships with concerned departments.

2. KEY RESPONSIBILITIES

A. POLICE DEPARTMENT

• Maintain professional coordination with local Police Stations and senior police officials regarding company matters.
• Handle and coordinate police-related notices, complaints, verification and official correspondence.
• Coordinate police verification of employees/security staff wherever required.
• Assist management/HR in matters related to theft, disputes, missing material, employee incidents, unauthorized activities, etc.
• Coordinate with police officials during factory incidents, labour disputes or security-related matters.
• Ensure proper documentation of all police-related cases and communications.
• Follow up on complaints/applications submitted by the company.

B. COURT / LEGAL MATTERS

• Coordinate with advocates and legal consultants regarding company cases.
• Receive, maintain and track court notices, summons and legal communications.
• Ensure timely submission/forwarding of documents required by advocates.
• Maintain a Court Case & Legal Notice Register.
• Coordinate attendance/document requirements for company representatives.
• Follow up on dates, orders and pending legal matters through authorized legal counsel.
• Coordinate with concerned departments for providing supporting documents.
• Maintain confidentiality of all legal matters.

Note: The Liaison Officer will coordinate and follow up on legal matters but will not provide legal advice unless professionally qualified/authorized.

C. LABOUR DEPARTMENT

• Maintain liaison with Labour Department / Labour Officers / Labour Inspector.
• Coordinate government inspections and visits to the factory.
• Handle follow-up of labour-related notices, letters and communications.
• Coordinate documentation relating to wages, attendance, working hours, leave, employment records and statutory compliance.
• Assist HR in labour inspections and government enquiries.
• Coordinate responses to notices in consultation with HR/Legal/Management.
• Maintain records of labour department visits, notices and compliance actions.
• Support management in labour dispute-related matters.

D. FACTORY / LABOUR / INDUSTRIAL AUTHORITIES

Coordinate with relevant authorities regarding:

• Factory registration/licence and renewals
• Factory Inspectorate
• Labour Department
• Minimum Wages / Wage-related authorities
• PF / ESIC authorities, wherever applicable
• Contract Labour authorities, wherever applicable
• Shops & Establishment authorities, where applicable
• Occupational Safety & Health-related authorities
• Other statutory departments connected with factory operations

E. MUNICIPAL CORPORATION / MCL

• Liaison with Municipal Corporation/MCL officials regarding factory/property-related matters.
• Coordinate property tax and municipal records.
• Follow up on building/property permissions and municipal notices.
• Coordinate matters related to sanitation, waste, drainage, water/sewerage and other municipal issues.
• Follow up on inspection reports and municipal correspondence.
• Maintain records of applications, notices, receipts and approvals.

F. PROPERTY / REVENUE DEPARTMENT

• Coordinate property-related government matters.

• Liaise with concerned authorities regarding:

• Property records

• Mutation

• Land/building documentation

• Property tax

• Building permissions

• Ownership-related documents

• Revenue records

• Government notices

• Coordinate with property consultants, advocates and authorized representatives.

• Maintain a complete Property Document & Approval File.

• Ensure confidential handling of original property documents.

G. ELECTRICITY / WATER / FIRE / POLLUTION DEPARTMENTS

Coordinate with concerned departments for:

Electricity Department

• Industrial electricity connection
• Load-related matters
• Meter issues
• Notices and inspections
• Electricity-related applications

Fire Department

• Fire NOC
• Fire safety inspection
• Renewal of applicable approvals
• Coordination during inspections

Pollution Control Department

• Consent/permission-related follow-up
• Notices and inspections
• Environmental compliance documentation

Water/Sewerage Department

• Water connection
• Sewerage
• Bills
• Notices and related government matters

H. OTHER GOVERNMENT DEPARTMENTS

Maintain professional liaison with other authorities as required by the company, including:

• District Administration
• SDM / Tehsil Office
• Revenue Department
• Municipal Corporation
• Police Department
• Labour Department
• Factory Inspectorate
• Fire Department
• Pollution Control Board
• Electricity Department
• Water/Sewerage Department
• PF / ESIC Offices
• Transport Department
• Licensing Authorities
• Registrar/Local Authorities
• Other Central/State Government Departments

3. GOVERNMENT INSPECTION MANAGEMENT

• Coordinate government officials' visits to the factory.
• Inform HR/Management about scheduled or unexpected inspections.
• Ensure relevant records are available before inspection.
• Accompany authorized company representatives during inspections.
• Record observations, notices and requirements.
• Prepare an Inspection Follow-up Report.
• Coordinate closure of observations within the required timeline.
• Maintain an inspection tracker with status and responsible department.

4. DOCUMENTATION & RECORD MANAGEMENT

Maintain updated registers/files for:

1. Government Department Contacts

2. Police Matters

3. Court Cases

4. Legal Notices

5. Labour Department Notices

6. Factory Inspections

7. MCL/Municipal Matters

8. Property Matters

9. Fire NOC

10. Pollution Control

11. Electricity Department

12. Government Licences & Renewals

13. Applications Submitted

14. Government Correspondence

15. Pending Follow-ups

16. Completed Matters

17. DAILY / WEEKLY RESPONSIBILITIES

Daily

• Check pending government matters.
• Follow up on applications/notices.
• Visit government offices whenever required.
• Update management regarding important developments.
• Maintain daily liaison activity report.

Weekly

• Prepare pending matter status.
• Review upcoming licence/approval renewals.
• Follow up on court/legal matters with advocates.
• Review labour/property/municipal issues.
• Submit weekly liaison report to HR Head/Management.

Monthly

• Prepare Government Liaison MIS.
• Review all pending notices/cases.
• Review licence/NOC renewal calendar.
• Prepare department-wise pending/completed report.
• Escalate critical matters to management.

6. KEY SKILLS & KNOWLEDGE REQUIRED

The candidate should have strong practical knowledge and field exposure in:

• Police Department
• Labour Department
• Court/Legal Office coordination
• Municipal Corporation/MCL
• Property & Revenue Department
• Factory Inspectorate
• Fire Department
• Pollution Control Board
• Electricity Department
• Government licensing/approval process
• District Administration
• Local Government Offices

Important Skills

• Strong government office liaison skills
• Excellent communication
• Local area knowledge
• Government procedure knowledge
• Documentation and record keeping
• Follow-up and coordination
• Negotiation and problem-solving skills
• Confidentiality
• Professional behaviour
• Ability to handle urgent situations
• Good knowledge of Hindi/Punjabi and working knowledge of English

7. ELIGIBILITY

Education: Graduate preferred.

Experience: 5–10 years of relevant liaison/administration experience.

Preferred Background:

• Government liaison
• Corporate administration
• Factory administration
• Manufacturing industry
• Legal/court coordination
• Ex-government employee/retired government personnel with relevant departmental experience may be considered, subject to applicable rules and company policy.