Factory Administrator

Job Description – HR (Admin)

Position: HR & Admin Executive / HR Admin Officer
Location: Office & Factory Operations
Gender Preference: Male (due to extensive factory & field coordination)
Experience Required: 4–7 years (preferably from manufacturing/chemical/industrial background)
Reporting To: HR Manager / Plant Head / Management

Role Overview

The HR (Admin) Officer will be responsible for overseeing HR administration, factory compliance, statutory documentation, liaisoning with government bodies, and ensuring smooth functioning of both corporate and factory operations. This role requires a proactive individual with strong knowledge of statutory compliance, ISO documentation, pollution control norms, and day-to-day administration.

Key Responsibilities1. General Administration

• Ensure effective housekeeping operations across office & factory.
• Manage company vehicles, travel arrangements & driver coordination.
• Monitor security guards’ attendance and performance.
• Handle stationery, office supplies & asset management.
• Vendor coordination (security, canteen, transport, housekeeping, services).
• Manage local purchases and maintain purchase records.
• Coordinate with maintenance, stores & accounts teams for admin-related requirements.
• Maintain AMC agreements for CCTV, printers, computers & other utilities.

2. Statutory Compliance (Factory)

• Maintain statutory records: attendance register, muster roll, wage register etc.
• Ensure compliance for contract labour license, records & documentation.
• Handle Shops & Establishment Act–related documents.
• Ensure Factory Act compliance & maintain mandatory registers.
• Prepare & maintain factory standing orders, guidelines & notices.

3. Pollution Control & Environmental Compliance (Critical)

• Maintain all Pollution Control Board (PCB) documentation & compliance registers.
• Ensure proper functioning of ETP, STP, scrubbers & pollution-control equipment.
• Prepare and submit monthly/quarterly/annual PCB returns.
• Maintain air, water, hazardous waste & other related documentation.
• Coordinate during PCB inspections and audits.
• Maintain waste disposal manifest & monitoring reports.
• Track emission, stack monitoring & environmental compliance.

4. ISO Documentation & Audit Support (9001 / 14001 / 45001)

• Maintain SOPs, manuals, work instructions, QMS documentation.
• Support internal & external audits; assist in NCR closures.
• Maintain audit reports, certifications & renewal schedules.
• Provide training to employees on ISO procedures.
• Update risk assessments, compliance records & process documentation.

5. Land, Legal & Liaison Documentation

• Maintain land-related documents, lease agreements & legal files.
• Track renewal dates for licenses, property tax, electricity & municipal permissions.
• Support in renewing/maintaining:
• Factory License
• Fire License
• Trade License
• CTO/CTE
• Coordinate with legal consultants for legal matters.
• Maintain land records: mutation, khata, revenue receipts, layout approvals.

6. Safety & EHS Coordination

• Maintain PPE issuance records and ensure availability.
• Conduct safety induction for workers & new joiners.
• Report & document accidents/incidents; coordinate corrective actions.
• Manage fire equipment AMC, refilling & periodic inspections.
• Support safety drills, emergency preparedness activities.

7. MIS & Reporting

• Prepare HR MIS: attendance, overtime, headcount, leave, attrition etc.
• Prepare Admin MIS: vendor data, compliance trackers, expenses.
• Submit weekly and monthly reports to management.

8. Factory Liaison & External Coordination

• Coordinate with:
• Labour Department
• Pollution Control Board
• Factory Inspector
• Fire Department
• Municipality, Gram Panchayat & local authorities
• Electricity & Water Board
• Ensure timely submission of all applications, renewals & documentation.

Key Skills & Competencies

• Strong knowledge of factory statutory compliance & labour laws
• Experience in ISO documentation & audit handling
• Understanding of PCB norms, ETP/STP operations
• Good communication & liaison skills
• Proficiency in MS Office & documentation
• Ability to manage multiple tasks and work under deadlines
• On-ground coordination & people management skills

Educational Qualification

• Graduate / MBA in HR / PGD in Industrial Relations
• Additional certifications in EHS / ISO / statutory compliance preferred

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Leave encashment
• Paid sick time
• Paid time off
• Provident Fund

Experience:

• Factory HR: 10 years (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person