Factory Administrator Operations, Maintenance, Vendors & HR Coordination

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Factory Administrator – Operations, Maintenance, Vendors & HR Coordination

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• About the Role
• 1. Day-to-Day Factory Administration
• Important
  
  

Factory Administrator – Operations, Maintenance, Vendors & HR Coordination

• 4-6 years
• ₹ 3-6 LPA
• Changodar, Ahmedabad, Gujarat
• On-site
• Full-time
  
  

Factory Administration Plant Administration Factory Administrator Admin Manager Factory Admin Manager Plant Admin Manager Facility Management Factory Operations Plant Operations General Administration Vendor Management Vendor Development Vendor Coordination Contractor Management Facility Maintenance Preventive Maintenance Coordination Breakdown Maintenance Coordination Housekeeping Management Security Management Canteen Management Transport Management Manpower Coordination

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About The Role

Celestix Industries is looking for a highly hands-on Factory Administration & Operations Manager who can take ownership of the day-to-day functioning of our manufacturing facility.

This is not a desk-only administration role.

The person will be responsible for ensuring that the factory operates smoothly from an administration, manpower, facility, maintenance, vendor and coordination perspective.

The role will work closely with Production, HR, Maintenance, Quality, Stores, Purchase, Security, Housekeeping and senior management.

We are looking for someone who naturally takes ownership when there is a problem.

If:

• a machine-area light stops working,
• a washroom has a maintenance problem,
• a labour contractor is short on manpower,
• housekeeping standards drop,
• a vendor does not arrive,
• an employee has an administrative issue,
• a transport vehicle does not report,
• a contractor is not following requirements,
• factory infrastructure needs repair,
  
  

the Factory Administrator should make sure the issue is assigned, followed up and closed.

Core Responsibility

The Factory Administration & Operations Manager will act as one of the primary people responsible for the smooth daily functioning of the factory.

The Person Should Maintain Visibility Across:

• Factory infrastructure
• Maintenance requirements
• Workers and manpower
• Vendors and contractors
• Housekeeping
• Security
• HR administration
• Employee facilities
• Factory discipline
• Utilities
• Transport
• Canteen
• External service providers
• General administrative issues
  
  

The role requires strong follow-up, practical problem-solving and the ability to coordinate multiple departments simultaneously.

Key Responsibilities

• Day-to-Day Factory Administration
  
  

Take ownership of everyday administrative requirements across the factory.

Responsibilities Include:

• Ensure the facility is functional and presentable.
• Conduct regular factory rounds.
• Identify maintenance and administrative issues.
• Track pending issues until closure.
• Coordinate between departments when ownership is unclear.
• Maintain high standards of cleanliness, discipline and organization.
• Ensure employee facilities remain operational.
• Escalate critical issues quickly.
  
  

The person should not wait for problems to repeatedly reach management before taking action.

• Factory Maintenance Coordination
  
  

Coordinate day-to-day maintenance requirements for factory infrastructure.

This May Include:

• Electrical maintenance
• Lighting
• Plumbing
• Civil repairs
• Doors and shutters
• Flooring
• Roofing
• Washrooms
• Office areas
• Production-area infrastructure
• Air conditioning
• Ventilation
• Compressors
• DG sets
• Water systems
• Pumps
• Fire systems
• CCTV
• Access control
• Internet/network coordination
• Furniture
• Employee facilities
  
  

The Factory Administrator does not need to personally perform technical maintenance.

However, the person must ensure that the right technician or vendor is called, the problem is followed up and the work is completed correctly.

• Preventive Maintenance Coordination
  
  

Work with Maintenance and service vendors to ensure scheduled preventive maintenance is completed.

Maintain Visibility Of:

• AMC schedules
• Equipment service dates
• Utility maintenance
• Generator servicing
• Air-conditioning servicing
• Fire equipment inspections
• Compressor servicing
• Pest-control schedules
• Water-system maintenance
• Building maintenance
  
  

Maintain a clear calendar so maintenance does not happen only after something breaks.

• Vendor Management
  
  

A major part of this position will be vendor coordination and vendor integration.

Manage Relationships With Service Providers Such As:

• Maintenance contractors
• Electricians
• Plumbers
• Civil contractors
• Fabricators
• Security agencies
• Housekeeping agencies
• Labour contractors
• Transport vendors
• Canteen vendors
• Pest-control agencies
• Fire-safety vendors
• Waste disposal vendors
• Scrap vendors
• Facility-management companies
• Repair and service providers
• Rental-equipment vendors
  
  

Responsibilities Include:

• Identify new vendors when required.
• Obtain quotations.
• Compare commercial and service capabilities.
• Coordinate vendor onboarding.
• Maintain vendor documentation.
• Define scope of work.
• Negotiate routine commercial terms where authorized.
• Coordinate Purchase/Accounts approval.
• Ensure vendors arrive on time.
• Monitor work quality.
• Verify completion before invoices are processed.
• Maintain alternate vendors for critical services.
• Vendor Integration & Development
  
  

We do not want someone who simply calls the same vendor every time there is a problem.

The Factory Administrator should actively improve the vendor ecosystem.

This Includes:

• Finding better vendors
• Creating backup vendors
• Negotiating improved service terms
• Reducing response times
• Setting up AMCs where appropriate
• Creating standard pricing for repeat work
• Improving invoice/documentation discipline
• Tracking vendor performance
• Replacing unreliable suppliers
• Consolidating vendors where useful
  
  

The objective is to create a reliable network of service providers that allows the factory to operate efficiently.

• Worker & Manpower Coordination
  
  

Support management in maintaining overall workforce discipline and coordination.

Responsibilities May Include:

• Monitor worker attendance.
• Coordinate manpower shortages with HR and Production.
• Follow up with labour contractors.
• Ensure workers are deployed as required.
• Coordinate shift-related administrative issues.
• Monitor general discipline.
• Escalate repeated absenteeism or behavioural issues.
• Assist supervisors where cross-department manpower coordination is required.
• Ensure common factory rules are followed.
  
  

The person will not replace Production Supervisors but should help maintain factory-wide discipline and coordination.

• Semi-HR / HR Administration
  
  

This role will support HR in practical factory-level activities.

Responsibilities May Include:

• New employee joining coordination
• Employee documentation
• Induction coordination
• ID cards
• Uniforms
• Safety shoes and PPE distribution coordination
• Attendance follow-up
• Leave coordination
• Worker grievances
• Exit formalities
• Employee transport
• Accommodation coordination where applicable
• Disciplinary documentation support
• Employee communication
• Contractor-worker documentation
• Employee welfare activities
  
  

This is not intended to be the primary HR Manager position.

The Factory Administrator will act as the HR team's operational extension inside the factory.

• Labour Contractor Coordination
  
  

Work closely with manpower and labour contractors.

Responsibilities Include:

• Monitor required versus available manpower.
• Ensure replacement manpower is provided.
• Maintain contractor contact and escalation details.
• Verify attendance records.
• Coordinate worker onboarding.
• Ensure basic documentation is complete.
• Escalate repeated absenteeism.
• Review contractor service quality.
• Coordinate contract labour issues with HR.
• Factory Discipline
  
  

Maintain Strong Standards For:

• Attendance
• Uniform
• ID cards
• PPE
• Break timing
• Smoking/tobacco rules
• Unauthorized movement
• Visitor access
• Parking
• Material movement
• Cleanliness
• General workplace conduct
  
  

Work with HR and departmental managers where formal disciplinary action is required.

• Housekeeping Management
  
  

Ensure the factory remains clean and organized.

Monitor:

• Production areas
• Offices
• Washrooms
• Canteen
• Common areas
• Roads
• Parking
• Stores surroundings
• Scrap areas
• External premises
  
  

Manage housekeeping manpower and vendor performance.

Define cleaning schedules and ensure completion.

• Security & Gate Administration
  
  

Coordinate with security personnel and security agencies.

Responsibilities May Include:

• Security staffing
• Visitor management
• Gate pass control
• Employee entry
• Contractor entry
• Vehicle movement
• Material gate passes
• CCTV coordination
• Incident escalation
• Night-shift security checks
  
  

Ensure security processes are followed consistently.

• Canteen & Employee Facilities
  
  

Manage Or Coordinate Employee-support Facilities Such As:

• Canteen
• Drinking water
• Washrooms
• Changing rooms
• Rest areas
• Lockers
• Employee transport
• Parking
• Accommodation where provided
  
  

Monitor service quality and employee feedback.

• Transport Coordination
  
  

Where Applicable, Coordinate:

• Employee buses
• Staff vehicles
• Vendor transport
• Factory vehicles
• Drivers
• Vehicle servicing
• Fuel records
• Route issues
• Transport emergencies
  
  

Ensure transport disruptions are resolved quickly.

• Utilities Coordination
  
  

Maintain Visibility Of Key Factory Utilities Including:

• Electricity
• Water
• DG backup
• Compressed air
• HVAC
• Internet
• Telephone
• Lighting
  
  

Coordinate with Maintenance and external providers when interruptions occur.

Critical utility problems should be escalated immediately.

• Scrap, Waste & Disposal Coordination
  
  

Coordinate Proper Handling Of:

• General waste
• Packaging waste
• Scrap
• Metal scrap
• Plastic scrap
• E-waste
• Used oil or other controlled waste where applicable
  
  

Ensure approved disposal methods and required documentation are followed.

• Administrative Procurement
  
  

Coordinate Routine Administrative Purchases Such As:

• Housekeeping materials
• Office supplies
• Furniture
• Uniforms
• PPE
• Drinking water
• Pantry supplies
• Maintenance consumables
• Small tools
• Facility supplies
  
  

Follow company procurement and approval processes.

• Contractor Work Control
  
  

For Any External Contractor Entering The Factory:

• Confirm scope of work.
• Coordinate access.
• Ensure required safety procedures.
• Monitor progress.
• Follow up on delays.
• Verify work completion.
• Coordinate snag correction.
• Confirm area cleanup after completion.
  
  

No contractor job should remain open simply because nobody is following up.

• Factory Improvement Projects
  
  

Support Improvement Projects Involving:

• Layout changes
• Office modification
• Employee facilities
• New work areas
• Parking
• Security
• Canteen
• Washrooms
• Lighting
• Infrastructure
• Civil construction
• Vendor installations
  
  

Coordinate schedules and vendors to complete projects with minimum disruption to production.

• Administrative MIS & Tracking
  
  

Maintain Practical Tracking Systems For:

• Open maintenance issues
• Vendor jobs
• AMC renewals
• Contractor manpower
• Administrative expenses
• Housekeeping performance
• Security staffing
• Employee transport
• Facility complaints
• Pending approvals
  
  

Use Excel, ERP or internal systems to maintain visibility.

• Daily Factory Round
  
  

A structured factory round should be part of the role.

The Person Should Inspect Areas Including:

• Factory entrance
• Production
• Stores
• Washrooms
• Canteen
• Utility areas
• Scrap areas
• Parking
• Common areas
  
  

Issues should be photographed/documented where useful, assigned to an owner and tracked until completion.

Required Experience

We are looking for approximately 5–10 years of experience in factory administration, plant administration, facility management or manufacturing operations.

Relevant Industries Include:

Experience in a manufacturing environment is strongly preferred.

• Automotive components
• Electrical manufacturing
• Wiring harness
• Engineering
• Plastics
• Electronics
• Sheet metal
• Consumer appliances
• Industrial manufacturing
• Warehousing / logistics operations
  
  

Candidate Profiles We Will Consider

Candidates May Currently Be Working As:

• Factory Administrator
• Factory Admin Manager
• Plant Admin Manager
• Administration Manager
• Facility Manager
• Admin & HR Manager
• HR & Admin Executive
• Senior Admin Executive
• Plant Coordinator
• Factory Coordinator
• Operations Executive
• Operations Manager
• Facility & Administration Manager
  
  

Qualification

Graduate / Diploma / B.E. / B.Tech / MBA in:

• Business Administration
• Human Resources
• Operations
• Facility Management
• Engineering
• Commerce
• Related disciplines
  
  

Important

For this role, practical factory-management capability is more important than the exact degree.

Required Skills

The ideal candidate should be:

• Extremely strong in follow-up
• Organized
• Comfortable dealing with workers
• Comfortable dealing with vendors
• Assertive when necessary
• Good at resolving practical problems
• Able to handle multiple issues simultaneously
• Comfortable working on the factory floor
• Good with Excel and basic reporting
• Capable of coordinating across departments
• Able to negotiate with local vendors
• Reliable in closing assigned tasks
  
  

What We Are NOT Looking For

This role may not suit someone whose experience is limited primarily to:

• Office administration
• Travel booking
• Meeting-room management
• Calendar management
• Pure HR recruitment
• Payroll-only HR
• Reception/front-office administration
  
  

The position requires someone who is comfortable managing the practical day-to-day realities of a running factory.

Ideal Candidate

The ideal Factory Administrator is the person who notices problems before senior management needs to point them out.

For Example:

If a washroom fixture is broken, they get it repaired.

If housekeeping quality is dropping, they correct the vendor.

If a contractor does not show up, they arrange an alternative.

If 20 contract workers are absent, they escalate and find replacements.

If a maintenance activity is pending, they follow it through.

If the factory needs another vendor, they identify and onboard one.

If employees are repeatedly violating basic rules, they work with HR and supervisors to correct it.

If there is a coordination gap between departments, they help close it.

This role requires ownership, urgency and follow-through.

What Success Looks Like

A successful Factory Administration & Operations Manager will create a factory where:

• Maintenance issues are closed quickly.
• Vendors are reliable.
• Backup vendors are available.
• Worker discipline is strong.
• Housekeeping standards remain high.
• Employee facilities function properly.
• Contractor manpower is controlled.
• HR receives strong operational support.
• Administrative costs are controlled.
• Problems are escalated early.
• Management does not need to repeatedly follow up on routine factory matters.
  
  

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