Front Office Executive cum Administration Assistant

Farmton Foods; Sidhpur; On-site; INR 240,000 - 420,000; Full time

Job summary

Farmton Foods Pvt. Ltd. seeks a Receptionist & Admin Executive to manage front-office operations at the plant, welcome visitors, coordinate with departments, and handle vendor coordination. Role involves housekeeping supervision, documentation, and ensuring hygiene standards in collaboration with QA and Safety teams.

The ideal candidate has 3-8 years of experience, a graduate qualification, and willingness to work in a factory environment. Reporting to HR & Admin Manager / Plant Head.

Qualifications

• Good communication and interpersonal skills.
• Proficiency in MS Office, especially Excel and Word.
• Proficient in English, Hindi, and Gujarati.
• Strong coordination and follow-up abilities.
• Ability to maintain records and documentation.
• Professional visitor-handling and telephone etiquette.
• Good organizational and multitasking abilities.
• Knowledge of basic factory administration and hygiene practices.

Responsibilities

• Manage front-office operations and visitor management.
• Coordinate plant administration activities and vendor coordination.
• Ensure hygiene and facility coordination with QA and safety teams.
• Maintain records of housekeeping, security, and facility-related activities.
• Assist HR in maintaining employee-related documents and administrative records.

Skills

Front office

MS Office

English/Hindi/Gujarati

Visitor handling

Vendor coordination

Record keeping

Factory hygiene

Team coordination

Education

Graduate

Job description

Receptionist & Admin Executive

Company: Farmton Foods Pvt. Ltd.
Department: HR & Administration
Designation: Receptionist & Admin Executive
Location: Plant / Factory
Reporting To: HR & Admin Manager / Plant Head
Experience: 3-8 Years
Qualification: Graduate in any discipline
Industry: Food Processing / Manufacturing

1. Job Purpose

To manage front-office operations and support day-to-day plant administration activities at Farmton Foods Pvt. Ltd. The role involves visitor management, communication, documentation, housekeeping coordination, employee facilities management, vendor coordination, and ensuring smooth administrative operations within the factory premises.

2. Key Roles & Responsibilities

A. Reception & Front Office Management

• Handle incoming and outgoing telephone calls and emails.
• Welcome visitors, customers, suppliers, vendors, and business associates.
• Maintain visitor registers and coordinate visitor entry permissions.
• Arrange appointments and meetings with concerned departments.
• Manage incoming and outgoing couriers, letters, and documents.
• Ensure the reception area remains clean and professionally maintained.

B. Plant Administration

• Handle routine administrative activities of the manufacturing plant.
• Coordinate housekeeping and cleanliness of office areas, common areas, and other assigned premises.
• Monitor availability of office stationery, pantry materials, and administrative consumables.
• Coordinate with security personnel for visitor entry, gate passes, and vehicle movement.
• Coordinate employee transportation, accommodation, and canteen facilities, wherever applicable.
• Coordinate with vendors for maintenance, repairs, and other administrative requirements.
• Maintain records of administrative expenses and service-related bills.

C. Food Plant Hygiene & Facility Coordination

• Coordinate with housekeeping staff to maintain cleanliness and hygiene standards.
• Ensure regular cleaning schedules are followed in office and common areas.
• Coordinate with the Quality Assurance (QA) and Food Safety teams for visitor hygiene requirements.
• Ensure visitors follow applicable plant entry protocols, including PPE, hairnets, shoe covers, and other hygiene requirements.
• Support pest control service scheduling and documentation coordination.
• Escalate any observed hygiene or facility-related issues to the concerned department.

D. Documentation & Record Management

• Maintain visitor registers, courier registers, stationery records, and other administrative documents.
• Maintain vendor details and service-related documentation.
• Prepare letters, circulars, notices, and internal communications.
• Maintain records of housekeeping, security, and facility-related activities.
• Assist HR in maintaining employee-related documents and administrative records.
• Ensure proper filing and availability of documents whenever required.

E. Departmental Coordination

• Coordinate with HR, Production, Quality Assurance, Food Safety, Stores, Purchase, Accounts, and Maintenance departments.
• Assist in organizing meetings, training sessions, and employee engagement activities.
• Follow up with vendors and service providers for timely delivery of services.
• Provide administrative support to the Plant Head and management.
• Perform other administrative duties assigned by the reporting manager.

3. Required Skills & Competencies

• Good communication and interpersonal skills.
• Proficiency in MS Office, especially Excel and Word.
• Good verbal and written communication in English, Hindi, and Gujarati.
• Strong coordination and follow-up skills.
• Ability to maintain records and documentation.
• Professional visitor-handling and telephone etiquette.
• Good organizational and multitasking abilities.
• Knowledge of basic factory administration and hygiene practices.
• Responsible, disciplined, and service-oriented approach.

4. Key Performance Indicators (KPIs)

KPI

Performance Criteria

Visitor Management

Proper visitor registration and coordination

Front Office Management

Professional and timely communication

Documentation

Accuracy and timely updating of records

Housekeeping Coordination

Regular monitoring of cleanliness

Hygiene Coordination

Compliance with applicable visitor hygiene protocols

Vendor Management

Timely coordination and follow-up

Administrative Support

Timely completion of assigned activities

Employee Facilities

Effective coordination of canteen and transport facilities

5. Job Requirements

• 13 years of experience in reception and plant administration.
• Experience in a manufacturing or food processing company will be preferred.
• Willingness to work in a factory/plant environment.
• Ability to coordinate with employees, visitors, vendors, and different departments.
• High level of discipline, integrity, and confidentiality.

6. Expected Outcome

Ensure professional front-office management and smooth administrative functioning of Farmton Foods Pvt. Ltd.'s plant, while supporting workplace cleanliness, hygiene coordination, employee facilities, visitor management, and overall operational efficiency.