Manager - Administration

Position : Manager, Administration

Location : Bhosari, Pune, Maharashtra

Department : Administration

Reporting To : CEO

Experience : 10- 15 years (Preference for Defence personnel)

Educational Qualification : Graduate/Postgraduate degree

Defence service experience (Army, Navy, Air Force) preferred

Additional qualifications in administration, security management, industrial relations, or logistics will be an advantage.

Position Purpose

The Administration Manager will be responsible for managing the overall administrative, security, facility management, transportation, housekeeping, canteen operations, statutory compliance, vendor management, and emergency response activities of the factory. The role requires maintaining discipline, ensuring smooth operations, optimizing costs, and creating a safe working environment.

Key Responsibilities

1. Security Management

• Establish and maintain effective security systems.
• Manage security personnel, agencies, and access control systems.
• Conduct security audits and risk assessments.
• Investigate incidents and implement corrective actions.
• Develop emergency response procedures and evacuation plans.

2. Facility and Infrastructure Management

• Maintain and oversee all factory infrastructure, including buildings, roads, drainage systems, warehouses, offices, utility areas, parking facilities, boundary walls, gardens, and common facilities.
• Ensure proper functioning of electrical, mechanical, plumbing, fire protection, and utility systems.
• Plan and execute preventive and breakdown maintenance activities related to infrastructure.
• Coordinate civil work, renovation projects, and capital expenditure initiatives.
• Ensure optimum utilization of available resources while maintaining high standards of safety and cleanliness.
• Conduct regular inspections to identify and address maintenance requirements.

3. Administration and Operations

• Supervise transportation, travel arrangements, and guest house operations.
• Ensure efficient housekeeping and cafeteria services.
• Monitor administrative budgets and control costs.
• Establish standard operating procedures (SOPs).

4. Vendor and Contract Management

• Identify and appoint service providers.
• Monitor vendor performance against agreed service levels.
• Negotiate contracts and ensure compliance with company policies.
• Verify invoices and monitor expenditures.

5. Statutory Compliance

• Ensure complete compliance with all applicable statutory regulations and government requirements.
• Coordinate with government authorities and agencies regarding inspections, licences, renewals, approvals, and legal matters.
• Develop and maintain cordial working relationships with various government departments.

6. Crisis and Emergency Management

• Lead emergency preparedness activities.
• Coordinate fire fighting, evacuation, and disaster recovery activities.
• Conduct safety drills and training sessions.

7. Discipline and Employee Welfare

• Maintain discipline and workplace decorum.
• Support employee engagement and welfare initiatives.
• Address employee grievances related to administrative matters.

Key Competencies

• Leadership and team management
• Excellent communication skills
• Crisis management and decision-making abilities
• Negotiation and vendor management
• Planning and organizational skills
• Analytical thinking and problem-solving capabilities
• Strong interpersonal skills

The role will involve regular interaction with the following authorities:

• Factory Inspectorate
• Labour Office
• Police Department
• Fire Department
• State Pollution Control Board
• Municipal Corporation
• Industrial Development Authorities
• Electricity Board
• Revenue Department