Job description
Job Description – Admin & Facility Manager
Position: Admin & Facility Manager
Location: Shadnagar, Hyderabad
Experience: 2–3 Years
Salary Range: Based on experience and competency
Employment Type: Full-Time
Industry Preference: Manufacturing, Fabrication, MEP, EPC, Industrial Operations
Position Overview
We are seeking a proactive and highly organized Admin & Facility Manager to oversee the day-to-day administration and facility management functions of our factory. The ideal candidate should have experience in factory administration, facility management, vendor coordination, manpower administration, attendance management, expense tracking, billing coordination, and statutory compliance.
This role will serve as the key administrative link between Factory Operations, Accounts, HR, Management, Vendors, Contractors, and Government Authorities to ensure smooth and compliant operations of the facility.
Key Responsibilities
Administration & Office Management
• Manage and oversee the day-to-day administrative operations of the factory.
• Maintain administrative records, registers, employee documentation, and operational reports.
• Coordinate with various departments to support smooth factory operations.
• Manage office supplies, consumables, stationery, housekeeping, security, and administrative requirements.
• Arrange travel, accommodation, transportation, and other logistical requirements for staff and management as required.
• Ensure proper filing, record management, and document control practices are maintained.
Facility Management
• Oversee the overall maintenance and upkeep of the factory premises.
• Coordinate with maintenance contractors, service providers, and utility vendors.
• Ensure proper functioning of utilities, infrastructure, housekeeping, security systems, and common facilities.
• Monitor facility-related expenditures and service contracts.
• Ensure a safe, clean, organized, and professional working environment throughout the facility.
• Coordinate maintenance schedules and facility improvement initiatives.
Manpower Administration & Attendance Management
• Maintain daily attendance records of factory staff, contract labour, and support personnel.
• Monitor employee attendance, absenteeism, overtime, shift schedules, and leave records.
• Coordinate manpower deployment and availability with department heads.
• Prepare and submit monthly attendance reports and payroll inputs.
• Maintain records of employee onboarding, exits, and personnel documentation.
• Coordinate with labour contractors regarding manpower deployment and attendance verification.
• Monitor workforce utilization and support manpower planning activities.
• Ensure compliance with company policies and administrative procedures.
Accounts, Expenses & Billing Coordination
• Maintain records of daily operational expenses and administrative expenditures.
• Track vendor invoices, bills, advances, and payment schedules.
• Verify bills and supporting documentation before submission for approval.
• Coordinate with the Accounts Department for payment processing and reconciliations.
• Maintain expense trackers and support preparation of monthly expense reports.
• Assist management in monitoring budgets and operational expenditures.
• Support invoice verification and payment follow-ups with vendors and service providers.
Vendor & Contractor Management
• Coordinate with vendors, suppliers, contractors, and service providers for factory requirements.
• Obtain quotations and support procurement activities for administrative and facility requirements.
• Monitor service agreements, AMC contracts, and vendor performance.
• Ensure timely delivery of services, consumables, and facility support requirements.
• Maintain vendor databases and documentation.
Compliance & Government Documentation
• Maintain all factory-related statutory records and compliance documentation.
• Coordinate documentation required for government departments and regulatory authorities.
• Support renewals of licenses, registrations, permits, and statutory certifications.
• Ensure all compliance records are updated and available for audits and inspections.
• Liaise with consultants, auditors, and government officials as required.
• Support implementation and maintenance of company policies and compliance procedures.
Labour Compliance & Contractor Documentation
• Maintain records related to employee attendance, overtime, leave, and manpower deployment.
• Track and maintain contractor compliance documentation.
• Ensure proper filing and maintenance of labour-related records and statutory documentation.
• Coordinate with HR and labour contractors to ensure workforce compliance requirements are met.
• Assist during labour audits, inspections, and compliance reviews.
• Maintain records related to contractor manpower, workforce deployment, and supporting documentation.
Reporting & Documentation
• Prepare daily, weekly, and monthly administrative reports.
• Generate MIS reports, manpower reports, expense trackers, attendance reports, and facility status reports.
• Maintain both physical and digital filing systems.
• Support management with data compilation, presentations, and reporting requirements.
• Ensure all records are accurate, updated, and easily retrievable.
Required Skills & Competencies
• 2–3 years of experience in Factory Administration, Facility Management, or Industrial Administration.
• Good understanding of accounts coordination, expense management, billing, and invoice tracking.
• Experience managing manpower attendance, labour coordination, and workforce administration.
• Knowledge of statutory documentation and compliance requirements.
• Strong vendor and contractor management skills.
• Excellent organizational and multitasking abilities.
• Strong communication, coordination, and follow-up skills.
• Ability to work independently and manage multiple priorities.
• High attention to detail and documentation accuracy.
Software Requirements
Mandatory
• Microsoft Excel (Good Working Knowledge)
• Microsoft Word
• Microsoft Outlook
Preferred Candidate Profile
✔ Experience in Manufacturing, Fabrication, MEP, EPC, Engineering, or Industrial Facilities.
✔ Knowledge of factory administration and facility management practices.
✔ Experience handling attendance management and contractor workforce coordination.
✔ Familiarity with statutory compliance and government documentation.
✔ Good understanding of billing, expenses, and payment coordination.
✔ Strong vendor management and administrative coordination capabilities.
✔ Ability to prepare reports and maintain accurate records.