Administration Officer

We have opening with leading MNC FMCG firm for Administrative Officer - Taloja

Title:

Function and Business Unit

Location

Reports to

Purpose of this Role

To support seamless factory operations through efficient management of administrative tasks including invoice processing, contract labour coordination, stationery control, document management, and timely provision reporting. The role ensures operational readiness, compliance, and smooth logistical support across departments, contributing to overall productivity and discipline on the shop floor.

A taste of what you will be doing

• Handle the PR/PO process end to end right from starting to raising and indent to get the payment done for the vendors and updating in the budget format
• Working on SAP ERP and controlling the budget vs actual expenditure for the entire HR budget
• Highlight as and when required any case of follow up for timely payment release and also provide NDCs to the finance team yearly/ half yearly as per requirement
• Recording the contract labour attendance for payment processing, verification of the details of indent vs actual and send inputs to service providers for bill preparation
• Cross-verify with Demand vs Supply sheet at the main gate as a control measure
• Order and distribute stationery as per departmental needs and find effective ways to reduce costs and spends
• Maintain stock records for HR inventory items
• Share timely provisions to the finance team and share reasons for the variations
• Ensure accurate monthly closing provisions and book invoices before the scheduled time
• Maintain all vendor agreements (soft copy and physical file) and work of agreement renewal process with the legal team/ WNS team/ all stakeholders
• Daily administrative capacity: distribution of family pack, cooler servicing, shoe issue slips, and any other routine job as may be prescribed from time to time.
• Maintain excellent hygiene condition in the canteen and maintain proper availability of food in canteen for all shifts with audits to the food preparation area of the agency and handle canteen committee meetings and updates.
• Maintain transport arrangement across all the operational routes, do cab bookings as per requirement and bill the same accordingly.
• Distribution of gifts/ awards during festivals with 100% compliance
• Manage the garden workers and upkeep of external area with good maintenance of gardens and back area of the plant
• Maintain the employee engagement calendar with interventions across the year and compliance to the activities like sports day, monsoon picnic, family day etc. and ensure maximum participation of employees
• Act as guardian of all HR policies and practices and maintain cordial relations with the employees of the factory.

Your Recipe for Success

• Graduate in any discipline (preferably in Business Administration, Human Resources or MSW).
• 24 years of relevant experience in factory/plant administration/ Office administration.
• Exposure to vendor coordination, invoice processing, and contract labour management.
• Knowledge of factory-level admin activities including asset tracking, housekeeping, transport, and stationery management.
• Familiarity with purchase order creation, invoice checking, and follow-up for payments.
• Understanding of contract labour attendance, compliance, and coordination.
• Proficient in maintaining records, agreements, and filing as per audit requirements.
• MS Office Proficiency: Especially Excel (basic formulas, VLOOKUP), Word, and Outlook.
• Clear written and verbal communication for dealing with vendors, internal teams, and management.
• Ability to prioritize tasks and meet deadlines consistently.
• Basic understanding of compliance and statutory requirements (PF, ESI, etc.) related to contract labour.
• Experience with ERP or invoice management systems (e.g., SAP, Oracle).
• Proactive, detail-oriented, and reliable with a service mind

Interested candidate can mail resume on careers@catserv.in