Factory Operations & Administration Executive

Whitegold Minerals; Poicha; On-site; INR 300,000 - 450,000; Full time

Job summary

Whitegold Minerals is seeking a practical, organised operations professional to support factory operations, administration, documentation and reporting. You will regularly visit the production floor, stores and loading areas to verify work and records, while building simple Excel trackers and reporting formats.

The role emphasizes creating structured processes from the ground up, with responsibility for MIS, stock control, dispatch coordination and attendance administration.

Qualifications

• Practical knowledge of Tally Prime.
• Strong Microsoft Excel skills.
• Gujarati communication.
• Comfortable working inside a factory environment.
• Willingness to regularly inspect the shop floor, stores and loading areas.
• Independent transport to Manjusar GIDC.
• Strong follow-up and task-closure ability.
• Honest and dependable handling of stock, records and cash documents.

Responsibilities

• Task Execution and Follow-Up: record instructions, convert to tasks and track completion.
• Factory Reporting: collect production, dispatch, stock, attendance data and produce MIS.
• Stock, Inward and Dispatch Coordination: maintain stock records and verify counts.
• Tally Prime and Documentation: prepare invoices and related docs, verify GST and vehicle details.
• Attendance and Factory Administration: digitise records and process salary inputs.
• System-Building Responsibility: develop simple Excel trackers and reporting formats.
• Responsibilities Developed After Training: MS MIS, recruitment screening and digital file organisation.

Skills

Tally Prime

Microsoft Excel

Gujarati communication

Shop-floor inspection

Follow-up & task closure

Stock & cash handling

Education

Graduation preferred

Diploma / 12th-pass considered

Tools

Tally Prime

Excel

Job description

Role Overview

We are looking for a practical, organised and execution-focused person to support factory operations, administration, documentation and management reporting.

The selected candidate will act as the Managing Director's execution and reporting representative at the factory.

This is not a desk-only role. The person must regularly visit the production floor, stores and loading areas to verify work, material movement and records.

We particularly value candidates who enjoy creating systems, bringing structure to unorganised work and developing simple, practical processes from the ground up.

Primary Responsibilities

1. Task Execution and Follow-Up

• Record and track instructions from the Managing Director.
• Convert instructions into clear tasks and follow up until completion.
• Maintain a pending-work tracker with responsibility, deadline and status.
• Physically verify completion rather than relying solely on verbal updates.
• Independently identify pending work, delays and administrative gaps.
• Escalate unresolved or repeatedly delayed matters.

2. Factory Reporting

• Collect production, dispatch, stock, attendance and operational information.
• Verify important information through physical checks and records.
• Organise the information into concise management summaries.
• Highlight shortages, delays, missing records and unusual differences.
• Prepare periodic factory reports and MIS.

3. Stock, Inward and Dispatch Coordination

• Maintain Excel-based stock records.
• Arrange and verify physical stock counts.
• Investigate stock differences.
• Maintain minimum-stock alerts.
• Verify inward material, weighment, quantity and supporting documents.
• Coordinate dispatch readiness, vehicle timing and loading.
• Verify product, quantity, bag count and dispatch documents.
• Maintain inward and dispatch records.

4. Tally Prime and Documentation

• Prepare domestic sales invoices in Tally Prime after training.
• Generate e-way bills and delivery challans.
• Verify customer, product, quantity, rate, GST and vehicle details.
• Match invoices with the actual material being dispatched.
• Maintain properly organised physical and digital records.

5. Attendance and Factory Administration

• Digitise attendance, leave and overtime records.
• Prepare monthly salary and overtime inputs.
• Process routine leave applications.
• Maintain factory expense and petty-cash records.
• Maintain organised files, registers and supporting documents.
• Monitor basic housekeeping and storage organisation.

System-Building Responsibility

System-Building Responsibility

The candidate will be expected to gradually:

• Understand the present factory workflow.
• Identify missing controls and weak documentation.
• Create practical Excel trackers, checklists and reporting formats.
• Organise scattered information into reliable systems.
• Improve stock, dispatch, attendance and task-tracking processes.
• Ensure that systems created are simple and actually followed.

Responsibilities Developed After Training

After understanding the factory operations, the candidate may also handle:

• Monthly factory MIS.
• Non-technical contractor coordination.
• Recruitment screening for junior support staff.
• Digital file organisation and backup verification.
• Improvement of administrative and reporting systems.

These responsibilities will be introduced gradually based on capability and operational requirements.

Candidate Profile

Mandatory

• Practical knowledge of Tally Prime.
• Strong Microsoft Excel skills.
• Gujarati communication.
• Comfortable working inside a factory environment.
• Willingness to regularly inspect the shop floor, stores and loading areas.
• Independent transport to Manjusar GIDC.
• Strong follow-up and task-closure ability.
• Honest and dependable handling of stock, records and cash documents.

Preferred

• Hindi communication.
• Good written English.
• Experience in factory administration, warehouse operations, stock control, dispatch, invoicing or operations coordination.
• Experience in a small or medium manufacturing organisation.
• Ability to create Excel trackers, checklists and reporting systems.

Graduation is preferred but not mandatory. Capable diploma holders, 12th-pass candidates and freshers with strong practical skills may also be considered.