Office Admin

Position: Plant AdminDepartment: Administration / Plant Operations

Location: Manufacturing Plant

• Key Responsibilities1. Labour & Employee AdministrationRegister all new employees and contract labour before they join.
• Maintain employee records, including Aadhaar, Bank Details, ESIC, PF, and other statutory documents.
• Coordinate with HR for employee onboarding and documentation.
• 2. Gate & Attendance ManagementMonitor daily gate entry and exit of employees, visitors, vehicles, and materials.
• Maintain Gate Inward and Outward Registers.
• Ensure attendance records are updated accurately and on time.
• 3. Machine Maintenance RecordsMaintain service schedules and preventive maintenance records for all machines.
• Keep records of machine breakdowns, repairs, and maintenance history.
• Coordinate with the maintenance team to ensure timely servicing.
• 4. Documentation & BillingMaintain all Purchase Orders, Tax Invoices, Delivery Challans, LR/Bilty, E-Way Bills, and GRN records.
• Ensure all plant-related documents are properly filed and easily retrievable.
• Coordinate with the Purchase and Accounts departments for document verification.
• 5. Material Dispatch CoordinationMaintain dispatch records and monitor daily dispatch activities.
• Verify dispatch documents before material leaves the plant.
• Coordinate with transporters for timely dispatch and delivery updates.
• 6. Testing & Quality DocumentationMaintain testing reports and quality inspection records.
• Ensure all quality documents are updated and available for audits.
• Coordinate with the Quality Department for report preparation.
• 7. Purchase & Inventory CoordinationMaintain records of machine spare parts and consumables.
• Coordinate with the Store and Purchase departments for material availability.
• Track pending purchase requests and delivery status.
• 8. Daily ReportingPrepare and submit Daily Plant Administration Reports.
• Maintain records of pending tasks and follow up until closure.
• Provide regular updates to management on administrative activities.
• 9. General AdministrationMaintain office records and files in an organized manner.
• Coordinate with Production, Store, Maintenance, HR, Accounts, and Purchase departments.
• Ensure compliance with company policies and plant administrative procedures.
• Required QualificationsGraduate in any discipline (B.Com/BBA/BA/B.Sc. preferred).
• 2–5 years of experience in Plant Administration or Factory Administration.
• Good knowledge of MS Excel, MS Word, and email communication.
• ERP/Tally knowledge will be an added advantage.
• Required SkillsExcellent Documentation & Record Management
• MS Excel & Reporting
• Administrative Coordination
• Strong Communication Skills
• Time Management
• Problem-Solving Ability
• Filing & Documentation
• Ability to work with Production, HR, Store, Purchase, Maintenance, and Accounts teams
• Key Performance Indicators (KPIs)100% accuracy in employee and labour records.
• Timely maintenance of gate, dispatch, and attendance registers.
• Proper filing of all plant documents.
• Timely submission of daily and monthly reports.
• Effective coordination between departments.
• Zero delay in administrative documentation and compliance.