Assistant Manager Administration

Job Description

JOB DUTIES/ RESPONSIBILITIES/ ACCOUNTABILITIES: This position is overall responsible for Administration function and associated compliances, site audits and business support. Roles and Responsibilities: Admin Helpdesk: Responsible to visit the shop floor every day to keep vigilance on housekeeping process, support to employees on Administration front and associated compliances. Canteen management: Ensure statutory compliance pertaining to canteen as per the Factory act, Goa factory rules, FSSAI and related statutes in existence and amended/introduced in future. Coordinate with the service provider and ensure provision of healthy and Hygienic food in the facility. Also, timely renewal of contracts. Ensure audits of the service provider food facility on regular intervals. Ensure meeting with Canteen committee members, preparation of MOM and execution of actions within the timeline. Upkeep, maintenance and procurement of canteen equipment’s, tables, chairs, sound system and canteen related accessories. Abbott Quality Management System (QMS): Entry Exit SOP: Responsible to ensure all compliances as part of Entry Exit Procedure which includes timely updation of SOP, training, and strict adherence to Quality requirements. Uniform and Linen management: Responsible for managing the entire uniform and laundry process. the Ensure availability of uniforms, upkeep of linen room, uniform issuances, and repair, ordering of new uniforms and compliance to the laundry and its process, & timely updation of SOP as per the Quality requirements. Ensure compliances to inhouse laundry. Housekeeping management for the entire site: Responsible for managing the Housekeeping for the entire site. Agreement with the vendor & renewals, timely SOP updation, availability of manpower, trainings, on a timely basis. Ensure availability of housekeeping material/inventory management. Ensure timely preparation of payroll, payments to the employees on or before 7th of every month. Ensure statutory compliances & strong control mechanism and adherence to norms with e OT and e coff tracking daily. Pest Control : Responsible to manage the Pest control activities of the Goa Plant & External Warehouse site. Ensure compliances as per the SOP requirements & timely updation and pest control activity record maintenance. Scrap Management & SOP Governance : Responsible for Scrap Management SOP, implementation and timely updation of SOP as and when required. Ensure coordination with the vendor for agreement renewals, & daily loading of vehicle, passing of entries of GRN in SAP system for invoicing. This also includes management of asset scrap and compliance. Security processes and systems: Responsible for managing the overall Security and vigilance of the site. Ensure timely updation of SOP, preparation of security report and sharing with Global Security (HO based) monthly. Ensure upkeep of CCTV systems, renewal of AMC, service agreement with the vendor on time. Ensure timely preparation of payroll, payments to the employees on or before 7th of every month. Ensure statutory compliances and strong control mechanism and adherence to norms with daily updation of e OT and e coff tracker. Security staff to ensure addition/deletion of credentials for all third-party resources working in the Goa facility in attendance management system. Daily updation of headcount in e report External peripheral drainage SOP: Responsible for External peripheral drainage SOP adherence & compliance and timely maintainace of drainage outside the facility. Ensure cleaning of drainage of outside the gate with AMC in place. ISO trainings and compliance: Admin Department coordinator & support to Site Director’s office to ensure the team completes the trainings on time and training assignments as per the business needs. Closure of CAPA, exceptions & investigations as assigned on a timely basis. Site audits: Responsible for all the site audits, timely coordination with the concerned stakeholders and ensure physical presence during audits in Plant till completion of audit as and when scheduled. Local fleet management: Responsible for management of busses, micro vehicles, renewal of the service contracts with the vendors, local fleet management for all the visitors including Govt. officials, Abbott employees. Issuance of letters if required for vehicle pick up and drop from hotels for the guests. MIS and reports: Security report to HO team Daily updation of e OT and e Coff tracker (Security, Housekeeping, garden, 3rd party vendors (Engg, Forklift, EHS vendors etc.) Support to Global MS&T team: Local fleet management Food arrangement for visitors Visa application letters Sim cards, EPABX, mobile bill payments Stationary procurement and issuance Any other Admin support Other responsibilities: Responsible for Behavioural Based Safety & Behavioural Based Quality requirements Repairs & Maintenance- Responsible for AMCs of water tank cleaning, bleaching, tree cutting, water filters, office chair maintenance, workstations, tables, conference room management and procurement of assets as and when required. Garden management of the site : Ensure timely agreements with the vendor, monthly bill processing, payments on or before 7th of every month and its associated statutory compliances, landscaping, and maintenance of the garden for the site. Ensure CAPEX budgeting, procurement, and Finance compliances. Asset code tagging and identification for all the asset procurement purchased new and, in the past, as well. Responsible for maintenance and disposal of assets. Admin related Opex budget preparation, timely submission, cost monitoring and control Ensure timely procurement & availability and issuance of Safety shoes, Stationary for the site, issuance, and inventory management & control. Goa site - House Tax and lease Payment’s receipt generation support to Finance for the Factory Company Owned flats related payments in coordination with Finance and management. Monthly Safety Meetings & compliances Administrative support to Site Director’s office as and when required Goa Industrial Development Centre (GIDC), Verna Industrial Association (VIA) correspondence and payments if any with correspondence with Finance. Compliances to forklift service provider including statutory compliances i.e. payroll, processing of salaries and wages on or before 7th of every month. Visiting cards, Company letter head ordering, issuance, and maintenance of records. Purchase requisition in SAP for all services and procurement of items as part of the process. Responsible for regular audits of washrooms in the facility and coordinate with Engineering team for any required support. Responsible for locker management system and allocation of lockers to the employees in the change rooms, upkeep of lockers, procurement and maintenance of lockers, locks etc. Management of parking and allotment of parking space for employee vehicles. EPABX system handling, procurement of telephone sets, repairs, maintenance, renewal of AMC and timely payments Responsible for company provided mobile handsets and SIM cards, Company provided handsets for Security, shift Incharge, procurement, allocation, and management and related payments. Responsible for management of pantry, pantry items, ordering of accessories, food arrangements for visitors as and when required. Responsible and accountable for arrangements of Townhall, Dusshera Pooja, Vishwakarma Pooja, Republic Day, Independence Day, arrangements for Annual Lunch. Competencies: Sound knowledge of Admin processes and compliance Business acumen Knowledge of payroll processing & compliances Cross functional team working Communication Drive for consistent results. Audit handling. Qualification, Knowledge, and Experience: Qualification: Masters/ PGDM in any domain with expertise in Admin Knowledge: Admin processes, acts, and compliances Experience: 5-10 yrs.