DOCUMENTATION & ADMIN MANAGER –

Designation: Documentation & Admin Manager

Department: Administration / HRD

Reporting To: AGM / GM / MD & CEO

Location: Erode

Job Purpose:

To manage company documentation, administrative activities, statutory records, office coordination, facility management, and support the smooth functioning of the factory and office.

Key Responsibilities

1. Documentation Management

- Maintain and control company documents and records.
- Prepare, update, and maintain registers, formats, and records.
- Maintain document numbering, revision control, and master lists.
- Ensure proper filing of physical and digital documents.
- Maintain ISO/IMS-related documentation and records.
- Coordinate with departments for timely submission of required documents.
- Ensure obsolete documents are properly controlled and removed.

2. Administration

- Manage day-to-day office and factory administrative activities.
- Coordinate housekeeping, security, canteen, courier, transportation, and other facilities.
- Monitor office supplies, stationery, printing, and other administrative requirements.
- Coordinate rental, electricity, water, internet, telephone, and other facility-related requirements.
- Follow up on civil, electrical, plumbing, and general maintenance works.
- Maintain administrative expense and service records.

3. Compliance & Statutory Documentation

- Maintain statutory registers, licences, certificates, and renewal records.
- Track expiry dates and initiate renewal activities on time.
- Coordinate with government departments, consultants, and external agencies.
- Maintain factory licence, fire licence, environmental, labour, and other applicable compliance documents.
- Support audit preparation and provide required records.

4. ISO / IMS Support

- Maintain documentation related to ISO 9001, ISO 14001, and ISO 45001.




- Coordinate with department heads for document updates.
- Maintain audit observations, corrective actions, and closure records.
- Support internal and external audit documentation.
- Coordinate with consultants and certification bodies when required.

5. Vendor & Service Provider Coordination

- Maintain vendor/service provider records.
- Coordinate supplier registration and evaluation documentation.
- Follow up for pending documents, certificates, quotations, and agreements.
- Maintain AMC and service records.

6. Reporting & Coordination

- Prepare daily, weekly, and monthly administrative reports.
- Maintain pending-action and follow-up trackers.
- Coordinate with HR, Production, Quality, Purchase, Finance, Maintenance, and other departments.
- Escalate key administrative and compliance issues to management.

7. General Responsibilities

- Maintain confidentiality of company information.
- Ensure proper document backup and record retention.
- Support management in administrative projects and special assignments.
- Ensure workplace facilities are maintained properly.
- Perform other duties assigned by management.

Required Qualifications
- Any Degree / Diploma.
- Additional qualification in Administration, HR, Operations, or Management is preferred.
- Good knowledge of MS Word and Excel.
- Knowledge of ISO documentation and statutory compliance is preferred.
- Good communication and coordination skills.

Experience

5–8 years of experience in Administration, Documentation, HR Administration, Factory Administration, or a similar role.

Key Skills

- Documentation Control
- Administration Management
- ISO/IMS Documentation
- Compliance Tracking
- Record Management
- MS Office / Excel
- Vendor Coordination
- Facility Management
- Communication & Follow-up
- Team Coordination
- Problem Solving

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits

- Food provided
- Provident Fund

Work Location: In person

📌 Documentation and Admin Manager (Erode)
🏢 RIVERA COIL MANUFACTURING INDIA
📍 Erode