Office Manager

Job Title: OFFICE MANAGER Department: HR & Administration Reports To: Managing Director / Factory Head Location: Factory / Office Type: Full-time, On-site Role Purpose To run the office and factory support functions smoothly by managing: Attendance & manpower discipline Recruitment & onboarding Safety, PPE, factory hygiene Facility & asset management Vendor coordination & admin tasks Compliance and documentation Office supplies, utilities, security & housekeeping Support smooth production by preventing disruptions The Office Manager ensures people, environment, compliance, and utilities run flawlessly so the production and sales teams work without interruption.

Key Responsibilities 1. Attendance, Time & Discipline Daily monitoring of biometric attendance Prepare daily absentee report by 9:15 AM Follow up with absent employees immediately Maintain late-coming and leave records Enforce discipline & behavioural standards on shop floor and office Support Plant Head in manpower allocation as per daily needs 2. Recruitment & Onboarding Execute approved manpower hiring plan NO direct labour hiring allowed by departments Source local labour, staff & technical workers as per SOP Conduct screening, documents collection, joining formalities Issue appointment letters / contracts Maintain employee personal files and service records Assist in probation review & confirmations 3. Compliance, Policies & Records Maintain all HR and admin legal documentation Ensure statutory compliance support (PF/ESI coordination, attendance logs, labour license support) Maintain registers, contract labour material, MSDS, accident records etc. Handle audits and certification documentation support

4. Training & Safety Management Arrange monthly training for: Shop floor skills & SOP Safety & PPE usage Fire drill & emergency response Ensure PPE availability and enforcement Conduct daily safety walkthroughs Maintain first-aid box, PPE log, fire extinguishers checks 5. Office & Factory Administration Manage housekeeping, pantry, uniforms, washrooms and hygiene standards Maintain visitor log and security gate discipline Handle company vehicles, drivers & fuel log Maintain stock of office supplies & consumables Ensure machines, DG, compressor, water, exhaust maintenance scheduling with Admin vendors Track AMC renewals Handle repairs & breakdown service calls immediately 6. Vendor & Utility Management Coordinate with vendors for housekeeping, security, repairs, printing, IT etc.

Manage utility bills, payments record, petty cash Monitor electricity, water, internet escalate any risk before downtime 7. Employee Engagement & Culture Support employee welfare activities Maintain professional, respectful factory culture Assist in grievance handling escalate serious issues to MD immediately 8. Reporting & Control Daily submissions: Attendance & absentee report PPE & housekeeping inspection Security & visitor log review Utility readiness check Weekly submissions: Hiring/attrition report Safety drill / housekeeping check report Asset maintenance checklist HR & admin compliance status Any critical breach immediate escalation to MD Authority & Decision Rights

Office Manager has authority to: Enforce attendance, discipline & PPE rules Block unauthorized labour entry Stop unsafe work / raise safety alarm Approve admin purchases as per budget limits Cannot hire manpower without MD approval Cannot release salary/advance without Accounts approval Skills & Competencies Category Requirements Education Graduate (HR/Admin preferred) Experienc 3+ yrs in factory HR/Admin (manufacturing preferred) e Skills Traits Attendance systems, basic HR policies, vendor mgmt, Excel, factory discipline Strong communicator, firm but fair, problem solver, proactive, organized, disciplined Performance KPIs KPI Target Attendance compliance >98% timely attendance Absentee follow-up closure Same day Safety incidents Zero PPE compliance Hiring closure time Housekeeping audits Utility downtime 100% Within approved timeline Weekly Zero admin-caused shutdown Documentation audit score >95%

Behavioral Expectations Be strict, fair, and professional Maintain confidentiality Zero-tolerance for safety negligence Maintain positive workermanagement relations Always escalate serious HR, safety, ethical, or compliance issues