Plant Compliance & Administration Manager

Job Summary

We are looking for an experienced Plant Compliance & Administration Manager to manage end-to-end statutory compliance, labour law compliance, factory-related compliances, government liaisoning, contractor compliance, and plant administration. The candidate will be responsible for ensuring regulatory compliance, maintaining statutory records, coordinating inspections and audits, managing plant facilities, and implementing company policies and SOPs. The role will report directly to Corporate HR and coordinate with the Plant Head and other departments for smooth plant operations.

1. Statutory & Labour Law Compliance

• Ensure compliance with applicable labour laws and statutory requirements, including PF, ESIC, minimum wages, bonus, gratuity, labour welfare fund, professional tax, and other applicable obligations.
• Ensure timely statutory filings, payments, returns, and maintenance of prescribed registers and records.
• Monitor compliance relating to wages, working hours, overtime, weekly offs, leave, holidays, and employee documentation.
• Maintain a statutory compliance calendar covering due dates, payments, returns, and licence renewals.
• Track changes in applicable labour laws and coordinate implementation with Corporate HR and other concerned departments.
• Ensure proper documentation and timely closure of compliance gaps.

2. Factory & Industrial Compliance

• Manage factory licence applications, renewals, amendments, and compliance with applicable factory regulations and licence conditions.
• Maintain statutory registers, notices, records, and documents required for factory inspections.
• Coordinate with the Factory Manager, EHS, and technical teams for regulatory inspections and compliance requirements.
• Coordinate fire safety, electrical safety, emergency preparedness, and workplace safety documentation with the concerned teams.
• Monitor applicable environmental compliance requirements, including pollution control consents, authorisations, renewals, and returns.
• Track statutory inspections, equipment certifications, safety audits, and corrective actions, as applicable.

3. Government Liaisoning

• Coordinate with the Labour Department, Factory Inspectorate, EPFO, ESIC, Pollution Control Board, Fire Department, and other relevant authorities.
• Handle official correspondence, submissions, inspections, notices, and follow-ups with government departments.
• Coordinate responses to statutory notices and inspection observations in consultation with Corporate HR, Legal, Finance, and management.
• Maintain records of government visits, approvals, licences, inspection reports, and official communications.
• Escalate critical compliance issues, potential penalties, and regulatory risks to Corporate HR.

4. Contractor & Vendor Compliance

• Ensure proper documentation and compliance of manpower contractors, security agencies, housekeeping vendors, transporters, and other service providers.
• Verify contractor licences, registrations, agreements, employee records, wage registers, attendance, and applicable statutory challans.
• Monitor compliance with applicable requirements relating to contract labour, wages, PF, ESIC, and other statutory obligations.
• Verify contractor attendance against biometric or approved attendance records before forwarding invoices for payment processing.
• Ensure contractor bills are supported by the required attendance sheets and statutory documents.
• Track vendor agreements, insurance documents, renewals, and compliance commitments.
• Coordinate contractor audits and ensure timely corrective action for identified gaps.

5. Plant Administration & Facility Management

• Manage overall plant administration, housekeeping, security, gate management, visitor control, and access control.
• Oversee canteen, transportation, accommodation, sanitation, drinking water, and employee welfare facilities, wherever applicable.
• Monitor plant infrastructure, office facilities, maintenance activities, and administrative assets.
• Manage administrative procurement, consumables, vendor coordination, inventory, and expense control.
• Maintain asset registers, administrative records, service agreements, and vendor documentation.
• Implement and monitor administrative SOPs, security procedures, housekeeping standards, and facility management systems.
• Ensure workplace cleanliness, discipline, safety coordination, and effective utilisation of administrative resources.

6. HR Coordination & Employee Administration

• Coordinate with Corporate HR for employee documentation, onboarding, attendance, leave, payroll inputs, and employee separation formalities.
• Ensure accurate attendance, overtime, shift, and contractor manpower records and submit payroll inputs within defined timelines.
• Support recruitment coordination, induction, employee training, welfare initiatives, and engagement activities at the plant.
• Maintain employee files, contractor manpower records, and applicable statutory employment documentation.
• Coordinate employee grievances related to attendance, administration, facilities, and workplace conditions.
• Ensure implementation of HR policies, attendance rules, leave policies, disciplinary procedures, and administrative guidelines issued by Corporate HR.

7. Corporate Compliance Coordination & Reporting

• Coordinate with Corporate HR and other corporate departments for statutory compliance applicable to the plant and assigned corporate-level activities.
• Submit periodic compliance MIS, administration reports, pending-action trackers, and risk updates to Corporate HR.
• Provide statutory records, employee data, contractor documents, and supporting evidence as required for corporate audits and reporting.
• Ensure timely reporting of statutory notices, inspections, incidents, compliance deviations, and upcoming deadlines.
• Implement compliance instructions, policies, and corrective actions issued by Corporate HR.
• Support centralised compliance monitoring and standardisation of processes across plant locations, wherever assigned.

8. Audits, Documentation & Risk Management

• Coordinate internal audits, statutory audits, customer audits, and compliance assessments relevant to the role.
• Maintain updated records of licences, registrations, returns, challans, statutory registers, inspection reports, and compliance correspondence.
• Identify compliance gaps and implement corrective and preventive actions in coordination with concerned departments.
• Ensure proper document control, record retention, and timely availability of documents during inspections and audits.
• Monitor compliance deadlines and escalate overdue or high-risk matters to Corporate HR.
• Ensure that all compliance activities are supported by appropriate records and documentary evidence.

Required Skills & Competencies

• Strong knowledge of labour laws, statutory compliance, factory regulations, and plant administration.
• Practical experience in contractor compliance, government liaisoning, factory inspections, and licence renewals.
• Experience in managing facilities, security, housekeeping, transport, canteen, and administrative vendors.
• Strong documentation, audit coordination, reporting, and compliance tracking skills.
• Good communication, coordination, negotiation, and problem-solving abilities.
• Proficiency in MS Excel, MS Office, and compliance tracking systems.
• Ability to manage multiple deadlines and coordinate effectively with plant and corporate teams.

Preferred Candidate Profile

• 510 years of relevant experience in plant compliance, labour law compliance, statutory management, and administration in a manufacturing organisation.
• Experience in electrical, electronics, solar, inverter, battery, power electronics, or engineering manufacturing industries will be preferred.
• Candidates with hands-on experience in factory inspections, contractor management, government liaisoning, and statutory documentation will be given preference.