Admin Executive

Key Responsibilities:

1. Security Management

Overall coordination and management of site security operations.

Ensure adequate security manpower deployment and effective gate management.

Monitor security processes, checks, registers, access control, and compliance requirements.

Coordinate with the security agency and ensure timely resolution of security-related concerns.

2. Guest House Management

End-to-end management of the company Guest House.

Coordinate room allocation, bookings, housekeeping, maintenance, and guest requirements.

Ensure cleanliness, availability of required amenities, and overall upkeep.

Maintain appropriate records and vendor coordination.

3. General Administration & Employee Amenities

Manage apron and safety shoe inventory, including stock taking, procurement, issue, and replenishment.

Ensure adequate availability of aprons and shoes as per employee/manpower requirements.

Manage stationery procurement, stock, issue, and inventory controls.

Manage Creche facilities and ensure adherence to applicable compliance requirements.

Coordinate general facility requirements and ensure timely resolution of administrative issues.

4. Fleet & Vehicle Management

Manage the fleet of company/associate vehicles and related administrative activities.

Ensure vehicle documentation, statutory compliances, permits, insurance, PUC, fitness certificates, and other applicable records are valid and updated.

Conduct and maintain vehicle checklists and periodic compliance records.

Coordinate with transport vendors and ensure vehicle availability and service standards.

5. OHC & Medical Facility Management

Ensure effective management of the Occupational Health Centre (OHC) and related facilities.

Coordinate annual health check-ups and ensure completion and compliance records are maintained.

Ensure availability and validity of medicines, oxygen cylinders, medical instruments, and other emergency medical requirements.

Maintain periodic inspection/checklist records for medical equipment and facilities.

Ensure ambulance availability and compliance as per applicable requirements.

Coordinate with the Medical Team and relevant vendors for timely closure of gaps.

6. Canteen Management

Manage day-to-day canteen operations and coordinate with the canteen vendor.

Ensure valid and updated FSSAI licence and other applicable compliance requirements.

Monitor and maintain canteen checklists and hygiene/operational records.

Ensure adherence to the approved menu for Breakfast, Lunch, and Dinner.

Ensure availability and compliance of commercial LPG arrangements.

Coordinate periodic food testing through an authorized Government agency/laboratory as per applicable compliance requirements.

Monitor food quality, hygiene, cleanliness, and service standards and ensure timely corrective actions.

7. Vendor Invoice Processing

Independently coordinate and process Admin-related vendor invoices.

Verify invoices against agreed scope, services, supporting documents, PO/MRN/SES and other applicable requirements.

Ensure timely submission and closure of monthly invoices.

Coordinate with Finance, Procurement, and vendors for resolution of billing discrepancies.

8. Townhalls, Engagement & Events

Drive townhalls, employee engagement activities, events, and other factory-level initiatives end-to-end.

Coordinate venue, seating, audio-visual requirements, refreshments, stationery, communication material, and other logistics.

Ensure timely planning and execution of engagement activities in coordination with HR/P&O.

9. Senior Management / Official Visits

Coordinate end-to-end administrative arrangements for visits of senior officials, leadership teams, customers, auditors, and other guests.

Ensure meeting rooms, training facilities, refreshments, water, stationery, seating, housekeeping, and other required arrangements are available.

Coordinate with relevant functions to ensure smooth execution of visits, meetings, and training programmes.

10. Compliance & Documentation

Maintain updated records, checklists, licences, certificates, registers, and compliance trackers related to all assigned Administration activities.

Ensure timely renewal and closure of administrative compliance requirements.

Conduct periodic reviews of administrative facilities and proactively identify and close gaps.

Key Skills Required

Strong Factory Administration & Facility Management experience.

Vendor and contractor management.

Compliance and documentation management.

Good knowledge of Excel, MIS, trackers, and reporting.

Strong coordination and communication skills.

Ability to independently manage multiple administrative activities.

Good problem-solving and stakeholder-management skills.

Strong ownership and follow-through on compliance and operational closure.

Preferred Candidate Profile

3–5 years of experience in Factory Administration / Plant Administration / Facility Management.

Experience in a manufacturing/FMCG environment will be preferred.

Should have hands-on experience in managing vendors, facilities, employee amenities, transport, canteen, security, and compliance activities.

Should be comfortable working in a factory environment and coordinating with multiple stakeholders.

Key Success Measures

100% availability and timely renewal of critical Admin compliances.

Effective security, fleet, OHC, canteen, guest house, and facility management.

Zero avoidable compliance lapses due to non-availability or delayed renewal.

Timely processing and closure of Admin vendor invoices.

Effective execution of townhalls, engagement activities, training facilities, and senior leadership visits.

Improved service availability and employee experience across Admin facilities.