Administration

TeamLease; Pune District; On-site; INR 406,000 - 487,000; Full time

Job summary

TeamLease at TBEL Factory, Bhandgaon, Pune, requires an experienced Administration professional to coordinate site security, guest house, and general admin functions. The role includes managing aprons and safety gear, creche facilities, fleet documentation, and OHC operations, with strong emphasis on compliance and vendor coordination.

Additionally, you will oversee canteen management, vendor invoices, townhalls, and visits by senior officials, ensuring timely execution and accurate

Qualifications

• Experience in Factory Administration or Plant Administration with facility management focus.
• Ability to manage multiple admin activities and coordinate with vendors and internal stakeholders.
• Knowledge of compliance norms and documentation processes is essential.

Responsibilities

• Oversee site security operations, manpower deployment, gate management and compliance.
• Manage Guest House operations including bookings, housekeeping, and guest needs.
• Administer Apron, safety shoe inventory, stationery procurement, Creche facilities, and vendor coordination.
• Handle Fleet & Vehicle management, including documentation, permits, insurance, PUC, and checks.
• Oversee Occupational Health Centre (OHC) management and medical equipment availability.
• Run canteen operations, ensure hygiene, licenses, and compliance; oversee food testing where required.
• Process Admin-related vendor invoices and resolve billing discrepancies in coordination with Finance and Procurement.
• Lead Townhalls, employee engagement events, and factory-level activities with logistics and HR/P&O support.
• Coordinate visits of senior officials, customers, auditors, and other guests with meeting spaces and catering.
• Maintain updated records, licenses, certificates, registers, and compliance trackers.

Skills

Factory administration

Vendor management

Compliance management

Coordination

Stakeholder management

Problem solving

Tools

Excel

MIS

Trackers

Reporting

Job description

Department: Administration
Location: TBEL Factory, Bhandgaon, Pune
Experience: 35 Years
Monthly Salary: 40,000

Key Responsibilities:

1. Security Management

• Overall coordination and management of site security operations.
• Ensure adequate security manpower deployment and effective gate management.
• Monitor security processes, checks, registers, access control, and compliance requirements.
• Coordinate with the security agency and ensure timely resolution of security-related concerns.

2. Guest House Management

• End-to-end management of the company Guest House.
• Coordinate room allocation, bookings, housekeeping, maintenance, and guest requirements.
• Ensure cleanliness, availability of required amenities, and overall upkeep.
• Maintain appropriate records and vendor coordination.

3. General Administration & Employee Amenities

• Manage apron and safety shoe inventory, including stock taking, procurement, issue, and replenishment.
• Ensure adequate availability of aprons and shoes as per employee/manpower requirements.
• Manage stationery procurement, stock, issue, and inventory controls.
• Manage Creche facilities and ensure adherence to applicable compliance requirements.
• Coordinate general facility requirements and ensure timely resolution of administrative issues.

4. Fleet & Vehicle Management

• Manage the fleet of company/associate vehicles and related administrative activities.
• Ensure vehicle documentation, statutory compliances, permits, insurance, PUC, fitness certificates, and other applicable records are valid and updated.
• Conduct and maintain vehicle checklists and periodic compliance records.
• Coordinate with transport vendors and ensure vehicle availability and service standards.

5. OHC & Medical Facility Management

• Ensure effective management of the Occupational Health Centre (OHC) and related facilities.
• Coordinate annual health check-ups and ensure completion and compliance records are maintained.
• Ensure availability and validity of medicines, oxygen cylinders, medical instruments, and other emergency medical requirements.
• Maintain periodic inspection/checklist records for medical equipment and facilities.
• Ensure ambulance availability and compliance as per applicable requirements.
• Coordinate with the Medical Team and relevant vendors for timely closure of gaps.

6. Canteen Management

• Manage day-to-day canteen operations and coordinate with the canteen vendor.
• Ensure valid and updated FSSAI licence and other applicable compliance requirements.
• Monitor and maintain canteen checklists and hygiene/operational records.
• Ensure adherence to the approved menu for Breakfast, Lunch, and Dinner.
• Ensure availability and compliance of commercial LPG arrangements.
• Coordinate periodic food testing through an authorized Government agency/laboratory as per applicable compliance requirements.
• Monitor food quality, hygiene, cleanliness, and service standards and ensure timely corrective actions.

7. Vendor Invoice Processing

• Independently coordinate and process Admin-related vendor invoices.
• Verify invoices against agreed scope, services, supporting documents, PO/MRN/SES and other applicable requirements.
• Ensure timely submission and closure of monthly invoices.
• Coordinate with Finance, Procurement, and vendors for resolution of billing discrepancies.

8. Townhalls, Engagement & Events

• Drive townhalls, employee engagement activities, events, and other factory-level initiatives end-to-end.
• Coordinate venue, seating, audio-visual requirements, refreshments, stationery, communication material, and other logistics.
• Ensure timely planning and execution of engagement activities in coordination with HR/P&O.

9. Senior Management / Official Visits

• Coordinate end-to-end administrative arrangements for visits of senior officials, leadership teams, customers, auditors, and other guests.
• Ensure meeting rooms, training facilities, refreshments, water, stationery, seating, housekeeping, and other required arrangements are available.
• Coordinate with relevant functions to ensure smooth execution of visits, meetings, and training programmes.

10. Compliance & Documentation

• Maintain updated records, checklists, licences, certificates, registers, and compliance trackers related to all assigned Administration activities.
• Ensure timely renewal and closure of administrative compliance requirements.
• Conduct periodic reviews of administrative facilities and proactively identify and close gaps.

Key Skills Required

• Strong Factory Administration & Facility Management experience.
• Vendor and contractor management.
• Compliance and documentation management.
• Good knowledge of Excel, MIS, trackers, and reporting.
• Strong coordination and communication skills.
• Ability to independently manage multiple administrative activities.
• Good problem-solving and stakeholder-management skills.
• Strong ownership and follow-through on compliance and operational closure.

Preferred Candidate Profile

• 35 years of experience in Factory Administration / Plant Administration / Facility Management.
• Experience in a manufacturing/FMCG environment will be preferred.
• Should have hands-on experience in managing vendors, facilities, employee amenities, transport, canteen, security, and compliance activities.
• Should be comfortable working in a factory environment and coordinating with multiple stakeholders.

Key Success Measures

• 100% availability and timely renewal of critical Admin compliances.
• Effective security, fleet, OHC, canteen, guest house, and facility management.
• Zero avoidable compliance lapses due to non-availability or delayed renewal.
• Timely processing and closure of Admin vendor invoices.
• Effective execution of townhalls, engagement activities, training facilities, and senior leadership visits.
• Improved service availability and employee experience across Admin facilities.