We are Hiring Administration & Compliance Executive

Job Description: Administration & Compliance Executive

Key Roles & Responsibilities

1. Administrative & Statutory Compliance Management

• Manage day-to-day administrative and statutory compliance activities.
• Maintain records of licenses, registrations, NOCs and statutory certificates.
• Track expiry dates, renewals and pending approvals.
• Coordinate with internal departments and consultants for compliance requirements.

2. Licensing & Regulatory Coordination

• Coordinate applications, renewals and amendments for statutory licenses and approvals.
• Handle documentation for Drug License, FDCA, Factory License, PCB Consent, PESO and other applicable licenses.
• Liaise with government authorities for approvals, inspections and clarifications.
• Maintain license trackers and ensure timely submissions.

3. EXIM & Export Compliance Support

• Coordinate documentation related to IEC, DGFT, ICEGATE and export authorizations.
• Support SCOMET documentation and export compliance, wherever applicable.
• Coordinate with EXIM, logistics and commercial teams for regulatory documents.
• Maintain records of export approvals, NOCs and declarations.

4. NDPS & Controlled Substances Compliance Coordination

• Maintain documentation related to NDPS, controlled substances and precursor chemicals, wherever applicable.
• Coordinate stock registers, movement records and statutory reports with authorized departments.
• Liaise with NCB, CBN and other relevant authorities for applicable permissions and submissions.
• Coordinate with Production, Stores, EHS and QA teams for compliance records and inspections.

5. Documentation & Record Management

• Prepare and maintain licenses, applications, NOCs, declarations and official correspondence.
• Maintain physical and digital records with proper document control.
• Ensure documents are updated, accurate and readily accessible.
• Maintain confidentiality of company and regulatory records.

6. Government Liaison & Consultant Coordination

• Coordinate with government offices, licensing authorities and external consultants.
• Follow up on applications, renewals, approvals and official communications.
• Schedule regulatory inspections, meetings and official visits.
• Maintain submission records and escalate delays to management.

7. Travel, Visa & Visitor Management

• Arrange employee business travel, tickets, accommodation and transportation.
• Coordinate visa applications, invitation letters and supporting documents.
• Manage visitor arrangements, client visits and official travel records.
• Support meetings, exhibitions, conferences and official visits.

8. Audit & Inspection Support

• Coordinate preparations for internal audits, external audits and regulatory inspections.
• Ensure availability of licenses, statutory records and supporting documents.
• Coordinate document collection and closure of audit observations.
• Maintain audit records and corrective action trackers.

9. MIS Reporting & Compliance Tracking

• Prepare MIS reports on license status, renewals, pending approvals and administrative activities.
• Maintain Excel trackers for compliance deadlines, applications and follow-ups.
• Update management on completed activities, pending matters and potential delays.
• Maintain records of travel expenses, consultant coordination and administrative activities.

10. Cross-Functional Coordination & Problem Solving

• Coordinate with HR, Finance, QA, QC, Production, R&D, EHS, Supply Chain and EXIM teams.
• Collect documents required for applications, renewals and compliance activities.
• Identify documentation gaps and upcoming deadlines and ensure timely follow-up.
• Resolve routine administrative issues and escalate critical matters to management.

Qualification & Experience

Qualification

• B.Com / B.Sc. / B.A. / BBA or any relevant graduate degree.

Experience

• Relevant experience in Administration, Statutory Compliance, Licensing or Regulatory Documentation.
• Experience in pharmaceutical, API, chemical or manufacturing industries will be preferred.
• Knowledge of government liaison, license renewals and compliance tracking will be an advantage.

Key Skills Required

• Administrative Operations & Coordination
• Statutory Compliance & Licensing
• NDPS & Controlled Substances Compliance Coordination
• Government Liaison & Consultant Management
• License Renewal & Compliance Tracking
• Regulatory Documentation & Record Management
• Visa Processing & Travel Management
• Audit and Inspection Support
• MIS Reporting, Advanced Excel and MS Office
• Strong Follow-up, Communication and Organizational Skills
• Attention to Detail, Confidentiality and Deadline Management

Interested candidates with relevant experience are requested to share their updated CV at [email removed]