JOB DESCRIPTION LIAISON OFFICER

Garment Manufacturing Company

Department: Administration / HR & Liaison
Designation: Liaison Officer
Reporting To: HR Head / Director / Management
Location: Factory / Head Office
Experience: 5–10 Years preferred
Industry: Garment Manufacturing / Textile / Manufacturing

1. JOB PURPOSE

To manage and coordinate the company's official liaison activities with Police Department, Courts, Labour Department, Municipal Corporation (MCL), Property/Revenue Departments, Electricity, Fire, Pollution Control, Factory Inspectorate and other Government Departments.

The Liaison Officer will ensure timely follow-up of government-related matters, notices, permissions, inspections, documentation and official communications while maintaining proper records and professional relationships with concerned departments.

2. KEY RESPONSIBILITIES

A. POLICE DEPARTMENT

- Maintain professional coordination with local Police Stations and senior police officials regarding company matters.
- Handle and coordinate police-related notices, complaints, verification and official correspondence.
- Coordinate police verification of employees/security staff wherever required.
- Assist management/HR in matters related to theft, disputes, missing material, employee incidents, unauthorized activities, etc.
- Coordinate with police officials during factory incidents, labour disputes or security-related matters.
- Ensure proper documentation of all police-related cases and communications.
- Follow up on complaints/applications submitted by the company.

B. COURT / LEGAL MATTERS

- Coordinate with advocates and legal consultants regarding company cases.
- Receive, maintain and track court notices, summons and legal communications.
- Ensure timely submission/forwarding of documents required by advocates.
- Maintain a Court Case & Legal Notice Register.
- Coordinate attendance/document requirements for company representatives.
- Follow up on dates, orders and pending legal matters through authorized legal counsel.
- Coordinate with concerned departments for providing supporting documents.
- Maintain confidentiality of all legal matters.

Note: The Liaison Officer will coordinate and follow up on legal matters but will not provide legal advice unless professionally qualified/authorized.

C. LABOUR DEPARTMENT

- Maintain liaison with Labour Department / Labour Officers / Labour Inspector.
- Coordinate government inspections and visits to the factory.
- Handle follow-up of labour-related notices, letters and communications.
- Coordinate documentation relating to wages, attendance, working hours, leave, employment records and statutory compliance.
- Assist HR in labour inspections and government enquiries.
- Coordinate responses to notices in consultation with HR/Legal/Management.
- Maintain records of labour department visits, notices and compliance actions.
- Support management in labour dispute-related matters.

D. FACTORY / LABOUR / INDUSTRIAL AUTHORITIES





Coordinate with relevant authorities regarding:

- Factory registration/licence and renewals
- Factory Inspectorate
- Labour Department
- Minimum Wages / Wage-related authorities
- PF / ESIC authorities, wherever applicable
- Contract Labour authorities, wherever applicable
- Shops & Establishment authorities, where applicable
- Occupational Safety & Health-related authorities
- Other statutory departments connected with factory operations

E. MUNICIPAL CORPORATION / MCL

- Liaison with Municipal Corporation/MCL officials regarding factory/property-related matters.
- Coordinate property tax and municipal records.
- Follow up on building/property permissions and municipal notices.
- Coordinate matters related to sanitation, waste, drainage, water/sewerage and other municipal issues.
- Follow up on inspection reports and municipal correspondence.
- Maintain records of applications, notices, receipts and approvals.

F. PROPERTY / REVENUE DEPARTMENT

- Coordinate property-related government matters.
- Liaise with concerned authorities regarding:
- Property records
- Mutation
- Land/building documentation
- Property tax
- Building permissions
- Ownership-related documents
- Revenue records
- Government notices

- Coordinate with property consultants, advocates and authorized representatives.
- Maintain a complete Property Document & Approval File.
- Ensure confidential handling of original property documents.

G. ELECTRICITY / WATER / FIRE / POLLUTION DEPARTMENTS

Coordinate with concerned departments for:

Electricity Department

- Industrial electricity connection
- Load-related matters
- Meter issues
- Notices and inspections
- Electricity-related applications

Fire Department

- Fire NOC
- Fire safety inspection
- Renewal of applicable approvals
- Coordination during inspections

Pollution Control Department

- Consent/permission-related follow-up
- Notices and inspections
- Environmental compliance documentation

Water/Sewerage Department

- Water connection
- Sewerage
- Bills
- Notices and related government matters

H. OTHER GOVERNMENT DEPARTMENTS

Maintain qualified liaison with other authorities as required by the company, including:

- District Administration
- SDM / Tehsil Office
- Revenue Department
- Municipal Corporation
- Police Department
- Labour Department
- Factory Inspectorate
- Fire Department
- Pollution Control Board
- Electricity Department
- Water/Sewerage Department
- PF / ESIC Offices
- Transport Department
- Licensing Authorities
- Registrar/Local Authorities
- Other Central/State Government Departments

3.



GOVERNMENT INSPECTION MANAGEMENT

- Coordinate government officials' visits to the factory.
- Inform HR/Management about scheduled or unexpected inspections.
- Ensure relevant records are available before inspection.
- Accompany authorized company representatives during inspections.
- Record observations, notices and requirements.
- Prepare an Inspection Follow-up Report.
- Coordinate closure of observations within the required timeline.
- Maintain an inspection tracker with status and responsible department.

4. DOCUMENTATION & RECORD MANAGEMENT

Maintain updated registers/files for:

1. Government Department Contacts
2. Police Matters
3. Court Cases
4. Legal Notices
5. Labour Department Notices
6. Factory Inspections
7. MCL/Municipal Matters
8. Property Matters
9. Fire NOC
10. Pollution Control
11. Electricity Department
12. Government Licences & Renewals
13. Applications Submitted
14. Government Correspondence
15. Pending Follow-ups
16. Completed Matters

5. DAILY / WEEKLY RESPONSIBILITIES

Daily

- Check pending government matters.
- Follow up on applications/notices.
- Visit government offices whenever required.
- Update management regarding important developments.
- Maintain daily liaison activity report.

Weekly

- Prepare pending matter status.
- Review upcoming licence/approval renewals.
- Follow up on court/legal matters with advocates.
- Review labour/property/municipal issues.
- Submit weekly liaison report to HR Head/Management.

Monthly

- Prepare Government Liaison MIS.
- Review all pending notices/cases.
- Review licence/NOC renewal calendar.
- Prepare department-wise pending/completed report.
- Escalate critical matters to management.

6. KEY SKILLS & KNOWLEDGE REQUIRED

The candidate should have strong practical knowledge and field exposure in:

- Police Department
- Labour Department
- Court/Legal Office coordination
- Municipal Corporation/MCL
- Property & Revenue Department
- Factory Inspectorate
- Fire Department
- Pollution Control Board
- Electricity Department
- Government licensing/approval process
- District Administration
- Local Government Offices

Important Skills

- Strong government office liaison skills
- Excellent communication
- Local area knowledge
- Government procedure knowledge
- Documentation and record keeping
- Follow-up and coordination
- Negotiation and problem-solving skills
- Confidentiality
- Professional behaviour
- Ability to handle urgent situations
- Good knowledge of Hindi/Punjabi and working knowledge of English

7. ELIGIBILITY

Education: Graduate preferred.

Experience: 5–10 years of relevant liaison/administration experience.

Preferred Background:

- Government liaison
- Corporate administration
- Factory administration
- Manufacturing industry
- Legal/court coordination
- Ex-government employee/retired government personnel with relevant departmental experience may be considered, subject to applicable rules and company policy.

📌 Liaison Head (Ludhiana)
🏢 York Exports
📍 Ludhiana