Plant Admin Executive

– Administration Executive

Department: Administration

Reports To: Factory/Plant Head

Job Purpose

To ensure the smooth functioning of factory administration by managing day-to-day administrative activities, supporting HR operations, coordinating purchase requirements, and ensuring timely vendors follow-up for uninterrupted business operations.

Key Responsibilities

• Manage day-to-day office and factory administrative activities.
• Coordinate housekeeping, security, pantry, transport, maintenance, and other facility services.
• Maintain office assets, stationery, consumables, uniforms, and administrative records.
• Coordinate travel arrangements, courier services, and document management.
• Support recruitment, onboarding, employee documentation, attendance, leave records, and HR-related activities.
• Assist in maintaining employee records and statutory compliance documentation.
• Raise Purchase Requisitions (PR) and coordinate Purchase Orders (PO) with the Procurement team.
• Follow up with vendors for timely delivery of materials and services as per agreed timelines.
• Coordinate with vendors regarding quotations, invoices, service requests, and payment-related documentation.
• Maintain vendor database, PO records, and administrative MIS reports.
• Verify invoices and support documents before processing for payment.
• Coordinate Annual Maintenance Contracts (AMC) and monitor service schedules for office equipment and facilities.
• Support internal audits and ensure compliance with company policies and administrative procedures.
• Coordinate with internal departments to ensure timely completion of administrative requirements.
• Perform any other administrative responsibilities assigned by management.

Qualification & Experience

• Graduate in any discipline or in HR or Administration preferred.
• 2–5 years of experience in Factory Administration with exposure to HR coordination, vendor management, and purchase coordination.

Key Skills

• Administration & Facility Management
• HR Coordination
• Vendor Management & Follow-up
• Purchase Order Coordination
• Documentation & MIS Reporting
• MS Office (Excel, Word, PowerPoint)
• Communication, Coordination & Time Management