Job Summary

The Administration In-Charge is responsible for managing day-to-day administrative operations, maintaining office facilities and supplies, coordinating support staff, ensuring proper documentation, and implementing administrative policies and procedures to ensure smooth and efficient organizational functioning.

Key Responsibilities

• Oversee daily factory administrative operations and ensure smooth, uninterrupted support services.

• Develop and implement administrative procedures, checklists, work schedules, and service standards.

• Coordinate with department heads to address administrative needs and support production continuity.

• Manage factory facilities, including housekeeping, sanitation, drinking water, canteen, transportation, and utilities.

• Plan and coordinate procurement of administrative materials, equipment, consumables, and services.

• Evaluate supplier quotations, recommend vendors, monitor expenses, and implement cost-control measures.

• Maintain procurement records, purchase orders, invoices, contracts, and vendor documentation.

•  Monitor vendor and contractor performance, ensuring service quality, timely delivery, safety, and compliance.

• Coordinate building maintenance, civil works, renovations, and infrastructure improvement projects.

• Maintain accurate asset and inventory registers and conduct periodic physical verification.

• Supervise housekeeping, hygiene, waste management, pest control, and workplace cleanliness.

• Coordinate security arrangements, visitor management, contractor access, and incident reporting.

• Coordinate with EHS/Safety teams on workplace safety, emergency preparedness, inspections, and corrective actions.

• Manage employee facilities, including uniforms, lockers, transport, canteen, and other welfare services.

• Monitor utility consumption and expenses and implement resource-efficiency and waste-reduction initiatives.

•  Ensure compliance with company policies, administrative procedures, legal requirements, and audit standards.

• Prepare administrative budgets, monitor expenditures, analyze variances, and recommend corrective actions.

• Prepare periodic reports on expenses, procurement, vendor performance, facility maintenance, and administrative KPIs.

• Supervise administrative staff, allocate responsibilities, monitor performance, and promote teamwork.

•  Identify operational risks, resolve administrative issues, drive continuous improvement, and report critical matters to management.

Required Qualifications

• Bachelor’s degree in Business Administration, Management or a related field; equivalent relevant experience may be considered.

• Typically, 4-5 years of experience in administration or facilities management, preferably in a factory, manufacturing or industrial environment; prior supervisory experience is desirable.

• Working knowledge of procurement, vendor management, budgeting, asset control, facility maintenance coordination and administrative documentation.

• Good coordination, negotiation, problem-solving, communication, reporting and people-management skills.

• Proficiency in MS Office and familiarity with ERP or inventory/procurement systems is an advantage.

• Competitive Salary

• SSF

• Insurance

• Learning Environment