FACTORY ADMINISTRATION & COORDINATION EXECUTIVE

Key Responsibilities

1. Attendance & Manpower Coordination

• Maintain and monitor daily employee and contract-labour attendance.
• Prepare daily manpower availability reports.
• Identify manpower shortages before the start of shifts.
• Coordinate with manpower contractors for required labour.
• Follow up on absenteeism and manpower shortages.
• Coordinate new worker joining and basic documentation with HR.
• Maintain contractor-wise manpower records.
• Verify attendance information required for contractor billing.

2. Contractor Coordination

• Act as the factory’s primary coordination point for manpower and general service contractors.
• Communicate manpower requirements to contractors.
• Follow up to ensure adequate manpower is available.
• Coordinate housekeeping, security, pest control, transport and other service contractors.
• Maintain records of contractor performance and pending issues.
• Verify service completion before bills are processed.

3. Factory Administration

Take responsibility for the smooth functioning of:

• Security
• Housekeeping
• Canteen / food arrangements
• Drinking water
• Employee transportation
• Uniforms and PPE distribution/records
• Visitor management
• Courier and document movement
• Office and common-area requirements
• Staff welfare facilities
• General factory administration

4. Government & External Department Coordination

Coordinate visits, documentation and follow-up with government/local authorities as required, including:

• Factories Department
• Labour Department
• Pollution Control Board
• Electricity authorities
• Local authorities
• Fire Department
• Police or other authorities when required

The role is primarily responsible for coordination, documentation and follow-up. Technical, legal and statutory decisions will continue to be handled by the relevant management/consultants.

5. Licences, Renewals & Compliance Follow-up

• Maintain a master tracker of factory licences, approvals, AMCs and renewals.
• Ensure management/HR is informed sufficiently before expiry dates.
• Coordinate required documents with consultants and departments.
• Follow up until applications/renewals are completed.
• Maintain organised physical and digital records.

6. Factory Facilities

Monitor the condition of general factory infrastructure including:

• Toilets and washrooms
• Drinking-water facilities
• Office areas
• Worker rest areas
• Lighting in common areas
• Roads and open areas
• Drainage
• Plumbing
• General civil repairs
• Doors, windows and common facilities

Coordinate with the appropriate contractor/department and ensure issues are closed.

Technical machine maintenance will not be the responsibility of this role.

7. Local Purchases & General Requirements

• Arrange small and urgent local purchases.
• Obtain quotations where required.
• Coordinate delivery of administrative materials.
• Maintain appropriate bills and records.
• Coordinate courier, banking, documentation and other local administrative work.

8. Security & Gate Administration

• Coordinate with the security agency.
• Ensure proper visitor and vehicle-entry procedures.
• Monitor attendance of security personnel.
• Ensure gate registers and visitor records are maintained.
• Coordinate material movement documentation with Stores.
• Report security-related incidents immediately.

9. Employee Support & Coordination

Act as the first point of contact for routine non-technical employee issues at the factory.

Coordinate with HR/management regarding:

• Attendance
• Leave information
• Transport
• Canteen
• Uniforms/PPE
• Worker facilities
• Basic administrative requirements
• Contractor-worker issues

10. Issue Tracking & Closure

The Factory Administration Executive is expected to own issues until closure, rather than merely forwarding them to another person.

Every significant administrative issue should have:

Issue → Person Responsible → Action Required → Target Date → Closure

Pending issues should be regularly followed up until completed.

Daily Reporting

A short Factory Administration Daily Report should be submitted to management covering:

1. Total manpower required vs. present
2. Employee and contractor attendance
3. Manpower shortages
4. Security/housekeeping status
5. Canteen/transport/facility issues
6. Government/compliance matters pending
7. Contractor-related issues
8. Important administrative issues
9. Issues requiring management intervention
10. Pending issues and expected closure dates

Key Performance Indicators (KPIs)

Performance will be measured primarily on:

• Manpower availability
• Attendance accuracy
• Reduction in manpower-related disruptions
• Factory housekeeping standards
• Security discipline
• Timely licence/renewal follow-up
• Contractor responsiveness
• Speed of issue resolution
• Number of overdue administrative issues
• Accuracy of administrative records
• Reduction in routine factory issues escalated to senior management