Admin Executive

Overview

We are looking for an Admin Executive to oversee comprehensive factory administration and facility management tasks. This role involves coordinating multiple administrative activities that ensure smooth operations across security, guest house, employee amenities, fleet, medical facilities, canteen, vendor invoice processing, employee engagement, senior management visits, and compliance documentation.

Primary Responsibilities

• Manage and coordinate all security operations on site, including manpower deployment, gate management, and compliance monitoring.
• Oversee complete guest house functions such as room allocation, housekeeping, maintenance, and vendor coordination.
• Administer employee amenities including inventory of aprons and safety shoes, stationery procurement, creche facilities, and overall facility support.
• Handle the company's fleet and vehicles, ensuring all statutory documentation, permits, insurance, and vehicle checklists are up-to-date and compliant.
• Supervise Occupational Health Centre management, medical equipment and emergency medical supplies, coordinate health check-ups, and ensure ambulance compliance.
• Manage daily canteen operations, validate FSSAI license, monitor hygiene, food quality, commercial LPG compliance, and arrange food testing as required.
• Independently process and verify vendor invoices related to administration, ensuring alignment with scope of services and documentation for timely closure.
• Plan and execute townhalls, employee engagement activities, events, ensuring logistical arrangements including venue, refreshments, and audio-visual needs.
• Coordinate administrative support for senior management, leadership, auditor, and customer visits including meeting logistics and facility arrangements.
• Maintain all administrative compliance records, licences, certificates, registers, and ensure timely renewals and closure of compliance requirements. Proactively review facilities to identify and address gaps.

Required Skills and Experience

• 3 to 5 years of experience in factory, plant, or facility administration ideally within manufacturing or FMCG sector.
• Proficient in managing vendors, contractors, security, transport, canteen, and general facilities.
• Well-versed in compliance and documentation management for administrative processes.
• Strong skills in Excel, MIS reporting, and maintaining trackers.
• Excellent communication and stakeholder management abilities with the capability to multitask and independently manage various projects.
• Strong analytical mindset with a focus on problem-solving, ownership, and ensuring compliance and operational completion.

Success Metrics

• Complete and timely renewal of all critical administrative compliances.
• Efficient management of security, transportation, OHC, canteen, guest house, and overall facilities.
• Zero compliance lapses due to delays or missing documentation.
• Timely vendor invoice processing and closure.
• Successful organization of townhalls, engagement initiatives, training, and high-profile visits.
• Consistent improvement in service levels and employee satisfaction with administration facilities.