Executive Administration

Position Summary

The Administration Executive will be responsible for overseeing all administrative and non-production operational functions within the manufacturing facility.The Admin Executive will be responsible for managing day-to-day administrative operations of the factory including facilities, employee accommodation, food coordination, vendor management, documentation and workforce support. This role maintains high standards of housekeeping, infrastructure upkeep, administrative support, and facility management while coordinating with relevant departments to resolve operational issues promptly.

Key Responsibilities

1. Facility & Infrastructure Management

• Oversee maintenance, repair, cleanliness, housekeeping, and overall upkeep of the factory building and all non-production equipment.
• Ensure uninterrupted availability of utilities (electricity, water, washroom supplies, internet, etc.) and monitor usage.
• Manage space planning and allocation to ensure optimal facility utilization.
• Implement and supervise preventive maintenance programs for administrative and common areas.
• Maintain visitor register and enforce factory entry protocols.

2. Security & Safety Management

• Manage factory security operations, including security personnel, surveillance systems (CCTV), and access control.
• Oversee fire safety systems, emergency preparedness, and conduct periodic fire drills.
• Monitor safety equipment and ensure basic safety compliance.
• Support labour, fire, safety, and buyer audits/inspections related to facility and administration.

3. General Services & Logistics

• Manage procurement and control of office supplies, stationery, and administrative equipment.
• Oversee vehicle fleet management, employee transportation, and travel arrangements.
• Supervise dining facilities and ensure high standards of hygiene and sanitation.

4. Employee Housing & Welfare Support

• Manage company-provided employee accommodation.
• Support HR during onboarding (document collection, ID cards, attendance setup).
• Ensure timely renewal of rent agreements and coordinate with landlords.
• Conduct readiness checks for new occupants (water, electricity, basic amenities).
• Act as point of contact for housing-related concerns (repairs, cleanliness, utilities).
• Support new joiners during initial settlement.
• Coordinate uniforms, shoes, and PPE distribution.
• Address employee concerns related to facilities, housing, and logistics.
• Support workforce movement and shift-related coordination as required.
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5. Vendor, Utility & Documentation Management

• Manage vendors for housekeeping, security, transport, food, stationery, maintenance, and repairs.
• Maintain vendor records, AMC contracts, and assist in rate negotiations.
• Raise purchase requisitions for administrative consumables.
• Ensure all licenses, permits, and compliance documentation are current and properly maintained (physical and digital).
• Track and monitor utilities including electricity, water, and internet.

6. Budgeting & Cost Control

• Develop and manage the annual administrative budget within approved limits.
• Identify opportunities for cost optimization and operational efficiency improvements.
• Monitor administrative expenditures and ensure financial discipline.

7. Team Management & Development

• Lead and manage the Administration and General Services team.
• Set performance goals, provide regular feedback, and organize training.
• Foster a collaborative, disciplined, and performance-driven team culture.