Roles and Responsibilities :

Assistant Manager – Administration

Location: Chakan, Pune Function: Plant Administration / Facilities Reporting To: Plant HR Head / Factory HR Head

**Workforce Environment: Approximately 1,500 employees per day, predominantly contractual blue-collar workforce

1. Job Purpose The Assistant Manager – Administration will be responsible for the end-to-end administration and facility management of the Chakan manufacturing facility, ensuring a safe, secure, clean, hygienic, efficient and employee-friendly workplace. The role will oversee critical plant administration services including security, employee transportation, canteen operations, housekeeping, facility upkeep, vendor management and large-scale employee events.

The position requires a highly hands-on individual who is comfortable operating on the shop floor, conducting regular facility rounds, managing large teams of outsourced personnel, monitoring service quality, identifying operational abnormalities and driving corrective actions.

The individual will be expected to build robust SOPs, checklists, audit mechanisms and governance systems for all major administrative services and continuously identify opportunities for manpower optimisation, cost reduction, service improvement and risk mitigation.

2. Key Responsibilities A. Security Management

Manage the complete security function of the manufacturing facility, including approximately 30–35 security personnel per shift.

Responsibilities

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Manage day-to-day security operations across the plant, including access control, gate management, visitor management, material movement, employee entry/exit, vehicle movement and perimeter security.

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Plan and optimise security manpower deployment across shifts, gates, critical areas and vulnerable locations.

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Ensure appropriate deployment of security personnel based on operational risk rather than simply maintaining a fixed guard-to-area ratio.

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Develop and implement comprehensive Security SOPs, post orders, checklists and escalation protocols.

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Ensure security guards understand and comply with their respective post responsibilities.

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Monitor compliance of the security agency with applicable requirements, including the Private Security Agencies (Regulation) Act (PSARA) and applicable requirements relating to security guards and agencies.

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Ensure appropriate documentation, verification, training and deployment of security personnel through the security vendor.

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Establish systems for CCTV monitoring and surveillance across critical areas of the facility.

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Review CCTV footage, security registers and incident records to identify:

o

Abnormal movements o

Unauthorised access o

Repeated security violations o

Material movement irregularities o

Gate-control weaknesses o

Unsafe behaviour o

Other security abnormalities

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Use CCTV observations and security data to optimise security manpower and deployment patterns.

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Establish an incident-reporting and escalation mechanism for security incidents.

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Conduct periodic security audits and vulnerability assessments.

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Coordinate with local authorities/police wherever required in connection with security incidents.

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Ensure adequate emergency response mechanisms for incidents such as theft, trespassing, violence, fire, accidents or other security emergencies.

Expected capability A strong candidate should be able to demonstrate that they have personally managed security operations, rather than simply coordinating with a security agency. They should be capable of walking through the plant, identifying security vulnerabilities and redesigning guard deployment based on actual risk and CCTV/security intelligence.

3. Employee Transportation Management Manage the complete employee transportation operation comprising approximately 15–18 buses, including transportation of women employees during night shifts.

Responsibilities

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Plan and manage employee transportation based on shift timings, employee residential locations, workforce strength and daily attendance patterns.

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Develop dynamic/adaptive transportation plans based on actual workforce requirements.

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Optimise bus utilisation by matching vehicle capacity to actual passenger demand.

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Develop mechanisms whereby vehicle size/capacity can be adjusted based on population—for example, deploying smaller vehicles where a particular route has lower utilisation.

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Monitor

o

Route-wise utilisation o

Seat utilisation o

Trip frequency o

Empty-seat percentage o

Cost per employee/trip o

Route adherence o

Delays o

Missed pickups o

Breakdown incidents

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Coordinate with transport vendors to optimise routes and fleet deployment.

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Ensure compliance with applicable RTO/transport regulations and other statutory requirements relating to employee transportation.

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Ensure vehicles deployed meet applicable fitness, permit, insurance, safety and documentation requirements.

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Establish SOPs covering

o

Bus inspection o

Driver verification o

Vehicle fitness checks o

Pre-trip/post-trip checks o

Route adherence o

Emergency response o

Breakdown management o

Accident reporting o

Passenger safety o

Night-shift transportation

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Establish appropriate mechanisms for monitoring and responding to transport incidents and accidents.

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Build an effective transport intelligence mechanism through drivers, transport supervisors, employees, security and other stakeholders to identify incidents, unsafe behaviour or route-related concerns proactively.

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Establish and lead a Transport Committee comprising relevant factory stakeholders.

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Conduct periodic reviews of vehicle condition, driver behaviour, route safety and employee feedback.

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Ensure special attention to the safety and security of women employees travelling during night shifts.

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Drive corrective actions for recurring transport-related complaints or incidents.





Expected capability A strong candidate should be able to explain how they would take a fixed fleet and continuously optimise it based on changing employee populations, rather than simply allocating one bus to one route.

They should understand that transport management is simultaneously a cost, safety, employee-experience and compliance responsibility.

4. Employee Canteen Management Manage the employee canteen operation serving approximately 500 employees per shift.

Responsibilities

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Manage the overall functioning of the employee canteen and ensure consistent availability of safe, hygienic and valuable-quality food.

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Manage the canteen vendor and ensure adherence to agreed service levels, menu, quality and hygiene standards.

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Ensure compliance with applicable food safety, hygiene and canteen-related statutory requirements.

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Develop and implement SOPs and checklists covering:

o

Food preparation o

Raw-material receipt o

Storage o

Cooking o

Food temperature o

Food handling o

Personal hygiene o

Cleaning and sanitation o

Pest control o

Drinking water o

Waste disposal o

Utensil cleaning o

Food sampling/retention, where applicable

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Conduct regular physical inspections of the canteen and food preparation areas.

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Conduct periodic audits of the canteen vendor against defined hygiene and service standards.

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Establish mechanisms for recording and resolving employee feedback and complaints relating to food quality, hygiene, quantity and service.

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Form and coordinate a Canteen Committee involving relevant factory stakeholders and employee representatives, where appropriate.

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Conduct periodic canteen committee reviews and drive closure of identified actions.

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Monitor canteen consumption and utilisation patterns.

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Understand the roles, responsibilities and productivity of each category of canteen vendor manpower.

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Assess opportunities for manpower optimisation without compromising food quality, hygiene or service levels.

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Monitor food cost, wastage and consumption patterns and identify opportunities for cost optimisation.

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Ensure effective management of food-related incidents and escalation protocols.

Expected capability The candidate should be able to walk into a canteen and independently identify hygiene, food safety, manpower, productivity and process gaps, rather than relying entirely on the vendor's supervisor.

5. Housekeeping & Facility Upkeep Manage housekeeping and general facility upkeep across the manufacturing facility.

Responsibilities

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Ensure high standards of cleanliness, hygiene and upkeep across:

o

Washrooms o

Common areas o

Employee areas o

Canteen surroundings o

Offices o

Corridors o

Staircases o

Parking areas o

Other common facility areas

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Plan housekeeping manpower deployment based on area, footfall, shift and cleaning frequency requirements.

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Establish defined cleaning standards and service-level expectations for each area.

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Develop SOPs, cleaning schedules and checklists for housekeeping activities.

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Conduct regular physical rounds of the facility and personally inspect cleanliness standards.

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Ensure washrooms are adequately stocked, clean, functional and hygienic throughout operating hours.

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Monitor housekeeping attendance and actual manpower deployment.

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Identify under-utilised or overlapping housekeeping roles and develop manpower optimisation proposals.

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Monitor quality and productivity of housekeeping personnel.

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Establish mechanisms for immediate escalation and closure of hygiene-related complaints.

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Coordinate with maintenance teams for issues relating to plumbing, electrical fixtures, water supply, drainage and other facility-related problems.

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Monitor pest-control activities and hygiene-related preventive measures.

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Conduct periodic facility audits and maintain action trackers.

Expected capability The candidate should be physically present on the floor and conduct regular rounds, rather than managing the facility primarily through MIS or vendor calls.

A good candidate should be able to identify within a few rounds:

“We have X people deployed here, this activity actually requires Y, this area is not being cleaned at the required frequency, and this is the corrective action.”

6. Vendor Management & Cost Optimisation Manage administrative service providers and ensure high-quality service delivery at optimal cost.

Responsibilities

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Manage relationships with security, transport, housekeeping, canteen and other facility-management vendors.

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Establish clear scope of work, SLAs, KPIs and performance standards for each vendor.

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Conduct regular vendor performance reviews.

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Monitor contractual manpower deployment versus approved manpower.

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Validate vendor bills against actual service delivery and manpower deployment.

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Identify discrepancies, over-deployment and billing irregularities.

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Negotiate commercial terms, rates and service conditions with vendors within organisational guidelines.

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Identify opportunities for cost reduction through manpower optimisation, process redesign, route optimisation, vendor consolidation and improved utilisation.

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Develop and maintain a strong network of local service providers to support quick sourcing of alternate vendors.

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Identify, evaluate and onboard new vendors where required.

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Conduct vendor benchmarking and periodically assess whether existing vendors remain commercially and operationally competitive.

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Maintain appropriate vendor documentation and performance records.

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Work with Procurement/Commercial teams wherever formal sourcing or contracting processes are applicable.

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Ensure vendor relationships are managed professionally while maintaining appropriate governance and commercial discipline.

Expected capability The candidate should demonstrate commercial acumen, not merely vendor coordination. They should be able to give examples of actual cost savings, manpower optimisation, renegotiation or service improvements achieved.

7. Employee Events & Engagement Support Plan and execute large-scale employee events at the manufacturing facility.

Responsibilities

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Plan and execute events involving 1,000+ employees, including:

o

Town halls o

Festival celebrations o

Ganesh Chaturthi o

Diwali o

Employee engagement programmes o

Recognition events o

Plant celebrations

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Develop event plans covering venue, crowd management, security, food, transportation, housekeeping, stage/setup, vendor coordination and emergency preparedness.

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Coordinate with HR, Plant leadership, Security, Production and other stakeholders.

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Ensure events are planned without adversely affecting production operations.

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Manage external event-management vendors and service providers.

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Prepare event budgets and monitor expenditure.

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Ensure appropriate crowd-control and emergency-response arrangements.

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Conduct post-event reviews and identify improvements for future events.

8. Administration SOPs, Audits & Governance •

Develop and maintain SOPs for all major administration processes.

•

Establish checklists and audit mechanisms for:

o

Security o

CCTV monitoring o

Employee transport o

Canteen o

Housekeeping o

Facility upkeep o

Emergency response o

Vendor management

•

Establish daily/weekly/monthly administration review mechanisms.

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Maintain appropriate MIS and dashboards for key administration metrics.

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Conduct periodic audits and ensure timely closure of identified gaps.

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Maintain documentation required for internal and external audits.

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Continuously review processes and identify opportunities for automation, standardisation and simplification.

9. Safety, Risk & Incident Management •

Identify administrative and facility-related risks across the plant.

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Establish appropriate preventive and corrective measures.

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Ensure emergency response mechanisms are established for security, transport, food safety and facility incidents.

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Investigate administration-related incidents and conduct RCA.

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Track corrective actions to closure.

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Coordinate with EHS/Safety teams on matters having overlapping safety implications.

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Ensure administration vendors and their employees comply with applicable plant safety requirements.

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Escalate high-risk issues immediately to the relevant plant leadership.

10. Key Performance Indicators

Security

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Security incidents

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Unauthorised access incidents

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CCTV abnormality detection and closure

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Security audit compliance

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Guard deployment efficiency

•

Security vendor performance

Transport

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Bus utilisation

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Cost per employee/trip

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Route adherence

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Empty-seat percentage

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Transport complaints

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Breakdown/incident frequency

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Driver compliance

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Safety audit score

Canteen

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Food-quality complaints

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Hygiene audit score

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Vendor compliance

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Food wastage

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Cost per meal

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Canteen manpower productivity

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Action closure rate

Housekeeping

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Hygiene audit score

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Washroom cleanliness compliance

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Complaint closure time

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Housekeeping manpower productivity

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Facility audit compliance

Vendor Management

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Vendor SLA compliance

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Cost savings

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Manpower optimisation

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Vendor performance score

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Billing accuracy

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Alternate vendor availability

Overall Administration

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Number and severity of administration-related incidents

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Closure of audit observations

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Cost savings/avoidance

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SOP implementation

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Employee satisfaction/complaint trends

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Timeliness of issue resolution

11. Educational Qualification

Essential

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Graduate in any discipline.

Preferred

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Graduate/postgraduate qualification in HR, Administration, Facility Management, Operations or related discipline.

Additional preference

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Working knowledge of Marathi would be an advantage, particularly for effective interaction with local vendors, service providers and the surrounding community.

12. Experience Indicative experience: 4–7 years, preferably in:

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Manufacturing/plant administration

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Facility management

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Security management

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Employee transportation

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Canteen administration

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Housekeeping management

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Contractual workforce environments

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Vendor management

Experience managing administration for a large manufacturing facility with 1,000+ daily workforce would be strongly preferred.

13. Critical Competencies

Functional Competencies

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Facility and plant administration

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Security management

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CCTV and surveillance

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Employee transportation management

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Canteen and food-hygiene management

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Housekeeping and facility upkeep

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Vendor management

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Contractual manpower optimisation

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Cost negotiation and cost optimisation

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SOP and checklist development

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Incident investigation and RCA

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Basic statutory/regulatory understanding

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Event management

Behavioural Competencies

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Highly hands-on and execution-oriented

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Strong ownership

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High attention to detail

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Strong vendor-management skills

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Commercial orientation

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Positive negotiation skills

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Strong observation and problem-solving ability

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Ability to work comfortably on the shop floor

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Ability to manage multiple vendors simultaneously

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Strong interpersonal and influencing skills

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Ability to handle pressure and unexpected incidents

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Good judgement and escalation capability**

📌 Assistant HR - Administration Manager (Pune)
🏢 Atomberg technologies
📍 Pune