JOB DESCRIPTION

Title: Associate Manager - Facilities / Administration

Department : Human Resource

Industry : FMCG

Job Location: Madurai,Manufacturing

JOB RESPONSIBILITIES

PURPOSE: -
Responsible for facilitating administrative activities, for smooth functioning of day-to-day operations in the Plant. Management of services and processes that support the core business of the Organization.

Ensure that an organization has the most suitable working environment for its employees and their activities, applying best business practices to improve efficiency, by reducing operating costs while providing outstanding services.

PRIMARY RESPONSIBILITIES: -
a. Employee Transportation

1. Coordinating with transport vendor and transportation committee for Travel route mapping and pick up points optimization .
2. Ensuring the safety of women employees during travel by working closely with security team .
3. Managing on -call cab requests and optimizing the vendors for the same
4. Co-ordination with Transport committee (Managing the transport)

b. Travel and Accommodation

1.Co-ordinate with third party to providing seamless travel experience to employees
2. Coordinating for accommodation, for New Joiners and employees from HO who visits the plant. This shall include relocation of new hires.

c. Canteen

1. Work closely with the canteen committee and Quality team to ensure the vendor maintains the hygiene and safety standards as per defined SOP .
2. Enhance satisfaction level by taking various actions like menu revision, food festivals etc.

d. Housekeeping and Gardening

1. Ensure Housekeeping standards in office spaces, meeting halls, rest rooms are maintained as per Plant hygiene and quality requirements
2. Ensure pleasant and safe workplace through proper upkeep of lawns, gardens, Landscaping and open areas .

e. Front Office Management

1. Newspaper & Magazine Management
2. Communication Display management

f. MIS & Reports

1. Monthly contractor provision reports
2, Score card Report
3. Transporting report
4.



MMR Review with ISS(Contractors)
5. HR review presentation

g. Administration Stores

1. Mange consumables through deployment of FIFO methodology and keeping track of reorder levels
2.Maintain proper account of goods and implementation of 5S methodology

h. Uniform and Coverall

1. Work closely with the vendors to ensure there is no risk to the Good Manufacturing Practice (GMP) standards by maintaining prescribed standards
2. Identifying & evaluating suitable vendors for various assignments to ensure cost competitive and feasible solutions. This also involves first level of negotiation required to finalize cost & deliverables

i. Events

1. Co-ordinating with ABO's in charge for the visit
2.Co-ordination & supporting for event management on Logistic arrangements (All practical arrangements, food arrangements, snacks decoration, etc.,)
3.Finalizing the date after checking with the planning team and Work closely with Sampark and HR team to ensure all planned events are executed
4.Bring in new ideas to continually improve the standards of engagement activities
5. Co-ordinate large events like Family Day, Team off site etc.

j. External liaison activities

1. With Panchayat for Property Tax payments
2. With Sipcot for Sipcot Maintenance, Water bills and any other compliance

k. General Responsibilities

1. Coordinating and following up with external stakeholders (Consultants/Vendors) to ensure on time delivery of
deliverables as per the agreement
2.Conduct audits/ surprise checks to review quality standards
Updation on Intelex, Action points, Investigation, BOS & BOQ, ETQ Points (CAPA, CC, CA), SIP Points - Safety & Quality




3.Coordinating with authorities for audit (ISO, QAC etc.)/ inspection and maintaining the documentation for the same
4.LE Project Cost optimization in various heads (Facilities)
Periodically revisit the processes / systems adopted for improvement and redesigning initiatives
5.Timely intervention in case of any discrepancies against the deliverables as per contract. This shall include various actions not limited to penalties
6.Keep a tight control on cost vis a vis budget and have a good expense tracking mechanism
7.Work closely with the Procurement team to prepare a robust budget by incorporating market trends, ensure all contracts are renewed timely and develop vendors to raise their service levels
8.Work closely with the finance team to ensure that the daily operation of the facility is kept with the stipulated budget given. Review on all the payments for the day-to-day expenses of facility Vendors
9. Continual upgradation and maintenance of applicable infrastructure by taking up CAPEX through Engineering

RELATED EXPERIENCE : 9+ years of experience in Admin/ facility domain
Education : MBA or other eleavant qualification

Prior experience in FMCG Manufacturing is a Plus.

Skills and competencies

Ability to multi-task and proven track record in meeting deadlines in a fast-paced environment while
following the fundamental processes and prioritization
Must have good communication skills
Analytical bent of mind to come out with ideas for various business challenges
High levels of process orientation and Root cause analysis/ incident management methodology exposure
IT Skills- Word, Power Point, Excel (VLOOKUP, Pivot etc.) and Facility related software
Budget preparation and variance analysis
Interaction with internal stakeholders & external regulatory authorities
Team management
Fair levels of exposure to statutory requirements like PF, ESI, minimum wage etc.
Experience in handling various quality audits

📌 Associate Manager-Facilities/ Administration (Tamil Nadu)
🏢 Amway
📍 Tamil Nadu