Assistant Manager – Administration | PEB Industry

Department: Administration / HR & Administration

Designation: Assistant Manager – Administration

Industry: Pre-Engineered Building (PEB) / Heavy Steel Structure Manufacturing

Location: Factory

Reporting To: Head – HR & Administration

1. Job Purpose

To manage and coordinate day-to-day administrative activities of the factory, office, and project sites while ensuring smooth operations, discipline, employee support, facility management, security, transport, housekeeping, and statutory administrative requirements.
1. Key ResponsibilitiesA. Factory & General Administration

- Manage day-to-day administration activities of the manufacturing plant.
- Ensure smooth functioning of office, factory, canteen, housekeeping, transport, security, and other facilities.
- Coordinate with various departments for administrative requirements.
- Maintain administrative records, registers, documents, and reports.
- Ensure proper discipline and adherence to company administrative policies.
- Monitor office and factory infrastructure, utilities, and essential services.

B. Facility Management
- Manage housekeeping, sanitation, drinking water, electricity, air-conditioning, and other facility-related activities.
- Coordinate maintenance of office buildings, factory premises, roads, parking areas, and common facilities.
- Ensure cleanliness and proper upkeep of the premises.
- Coordinate with vendors and service providers for facility-related requirements.
- Monitor utility consumption and identify opportunities for cost control.

C. Security Management
- Supervise security guards and security agencies.
- Prepare and monitor security deployment and shift schedules.
- Ensure proper control of employee, visitor, contractor, and vehicle entry/exit.
- Monitor gate passes, material movement, vehicle movement, and security registers.
- Coordinate with security agencies regarding attendance, discipline, and performance.
- Investigate and report security-related incidents.

D. Transport & Travel Management
- Manage company vehicles, employee transportation, and local transportation requirements.
- Coordinate vehicle allocation and driver schedules.
- Monitor vehicle maintenance, documentation, insurance, and fitness requirements.
- Coordinate employee travel arrangements including hotels, tickets, and local transportation.




- Maintain records of vehicle usage and travel expenses.

E. Vendor & Contractor Management
- Coordinate with housekeeping, security, transport, canteen, maintenance, and other administrative vendors.
- Monitor vendor performance and service quality.
- Verify service bills and supporting documents before submitting them for payment.
- Negotiate service requirements and coordinate renewal of contracts where applicable.
- Maintain vendor and contractor records.

F. Employee Welfare & Engagement
- Support employee welfare initiatives and employee engagement activities.
- Coordinate celebrations, events, festivals, employee meetings, and recreational activities.
- Support employee facilities such as canteen, transportation, drinking water, rest areas, and other welfare facilities.
- Address routine employee administrative grievances and coordinate their resolution.

G. Statutory & Compliance Support
- Coordinate with HR and Compliance teams for applicable factory and labour-related requirements.
- Support maintenance of statutory registers, licenses, permits, and administrative records.
- Coordinate with government departments and local authorities as required.
- Ensure timely renewal of administrative licenses, agreements, and registrations.
- Support factory inspection and documentation requirements.

H. Purchase & Administrative Expenses
- Raise and coordinate purchase requisitions for administrative requirements.
- Monitor administrative budgets and expenses.
- Ensure optimum utilization of administrative resources.
- Coordinate procurement of office stationery, housekeeping materials, uniforms, safety-related administrative items, and other consumables.
- Verify bills and ensure timely submission to Accounts.

I. Safety & Emergency Administration
- Coordinate with the EHS/Safety team for emergency preparedness.
- Support fire safety, emergency response, evacuation drills, and emergency arrangements.
- Ensure proper availability of first-aid and emergency support facilities.




- Report administrative hazards and coordinate corrective actions.

J. MIS & Reporting
- Prepare periodic administration reports and MIS.
- Maintain records of security, housekeeping, transport, attendance of outsourced manpower, vehicle usage, utilities, and administrative expenses.
- Track pending administrative activities and ensure timely closure.
- Present administrative performance and issues to the management.

1. Key Performance Indicators (KPI)

- Smooth and uninterrupted administrative operations.
- Effective management of security, housekeeping, transport, and facilities.
- Timely resolution of administrative issues.
- Vendor performance and cost optimization.
- Compliance with applicable administrative requirements.
- Employee satisfaction regarding administrative facilities.
- Control of administrative expenses.
- Accuracy and timely submission of administrative MIS.
- Proper maintenance of records and documentation.
- Effective handling of emergency and facility-related situations.

1. Required Skills & Competencies

- Robust administrative and organizational skills.
- Good communication and interpersonal skills.
- Vendor and contractor management.
- Facility and security management.
- Problem-solving and decision-making ability.
- Good knowledge of MS Excel, Word, and PowerPoint.
- Ability to manage multiple activities simultaneously.
- Strong coordination with factory, HR, Purchase, Accounts, Projects, and Management teams.
- Knowledge of PEB / steel manufacturing plant administration will be an advantage.

1. Qualification & Experience

Qualification: Graduate in any discipline; MBA/PG Diploma in HR, Administration, or related field will be an advantage. Experience: 5–8 years of relevant experience in administration, preferably in PEB, steel, engineering, manufacturing, infrastructure, or heavy-industry organizations.

1. Preferred Candidate Profile

The candidate should have hands-on experience in factory administration, facility management, security, transport, housekeeping, vendor management, employee welfare, documentation, and coordination with multiple departments in a manufacturing environment. Pay: ₹40,000.00 - ₹45,000.00 per month

Benefits

- Food provided
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Asst. Manager Admin (Chhatral)
🏢 Pre Steel
📍 Chhatral