Factory Administrator Plant Operations, Facilities & HR Coordination

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Factory Administrator – Plant Operations, Facilities & HR Coordination

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• About the Role
• Key Responsibilities
• Required Experience
• Candidate Background
• Qualifications
• Required Skills
• Ideal Candidate
• What Success Looks Like
  
  

Factory Administrator – Plant Operations, Facilities & HR Coordination

• 4-6 years
• ₹ 3-6 LPA
• Changodar, Ahmedabad, Gujarat
• On-site
• Full-time
  
  

Factory Administration Plant Administration Facility Management Factory Operations Vendor Management Vendor Development Contractor Management Maintenance Coordination Preventive Maintenance Manpower Coordination Labour Contractor Management HR Administration Housekeeping Management Security Management Canteen Management Transport Coordination Utilities Coordination Administrative MIS Excel Factory Discipline

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About The Role

Celestix Industries is looking for a hands-on Factory Administrator to take ownership of the day-to-day administrative and operational coordination of its manufacturing facility.

This is a factory-floor-oriented role rather than a desk-only administration position. The person will help ensure the facility operates smoothly across administration, manpower, infrastructure, maintenance coordination, vendors, contractors, employee facilities and factory-level HR activities.

The role requires close coordination with Production, HR, Maintenance, Quality, Stores, Purchase, Security, Housekeeping and senior management. The Factory Administrator is expected to identify practical problems, assign or coordinate the appropriate action, follow up consistently and ensure issues are closed rather than left pending.

Key Responsibilities

Factory Administration & Daily Operations

Take ownership of routine administrative requirements across the manufacturing facility and maintain visibility of issues affecting daily factory operations.

Responsibilities Include:

• Conduct regular factory rounds and identify administrative, maintenance and facility-related issues.
• Ensure the factory remains functional, organised and presentable.
• Track open issues until satisfactory closure.
• Coordinate across departments where responsibility or ownership is unclear.
• Maintain standards for cleanliness, workplace discipline and organisation.
• Ensure employee facilities remain operational.
• Escalate critical problems promptly when management intervention is required.
  
  

The role requires proactive follow-up so routine factory matters do not repeatedly need intervention from senior management.

Facility & Maintenance Coordination

Coordinate day-to-day infrastructure and facility maintenance requirements with internal maintenance teams, technicians and external vendors.

Areas May Include:

• Electrical maintenance and lighting
• Plumbing and water systems
• Civil repairs
• Doors and shutters
• Flooring and roofing
• Washrooms
• Office and production-area infrastructure
• Air conditioning and ventilation
• Compressors
• DG sets and generators
• Pumps
• Fire systems
• CCTV and access control
• Internet and network coordination
• Furniture
• Employee facilities
  
  

The Factory Administrator is not expected to personally perform technical maintenance. The responsibility is to ensure the correct technician, internal team or vendor is engaged, the activity is followed through and the work is completed properly.

Preventive Maintenance Coordination

Work with Maintenance and external service providers to ensure preventive maintenance and recurring service activities are completed as scheduled.

Maintain Visibility Of:

• AMC schedules
• Equipment service dates
• Utility maintenance
• Generator servicing
• Air-conditioning servicing
• Fire-equipment inspections
• Compressor servicing
• Pest-control schedules
• Water-system maintenance
• Building maintenance
  
  

Maintain a practical calendar and follow-up system so maintenance activities are completed proactively rather than only after breakdowns occur.

Vendor Management & Development

Manage and coordinate the network of vendors and service providers required for factory operations, including:

• Maintenance contractors
• Electricians and plumbers
• Civil contractors and fabricators
• Security agencies
• Housekeeping agencies
• Labour contractors
• Transport vendors
• Canteen vendors
• Pest-control agencies
• Fire-safety vendors
• Waste-disposal and scrap vendors
• Facility-management companies
• Repair and service providers
• Rental-equipment vendors
  
  

Responsibilities Include:

• Identify and evaluate new vendors when required.
• Obtain quotations and compare commercial and service capabilities.
• Coordinate vendor onboarding and maintain documentation.
• Define the required scope of work.
• Negotiate routine commercial terms where authorised.
• Coordinate necessary Purchase and Accounts approvals.
• Ensure vendors report on time and complete agreed work.
• Monitor work quality and service responsiveness.
• Verify completion before invoices are processed.
• Maintain alternate vendors for critical services.
  
  

The role should actively strengthen the vendor ecosystem by developing backup suppliers, improving response times, establishing AMCs where appropriate, standardising repeat-work pricing, monitoring vendor performance and replacing unreliable service providers when required.

Worker & Manpower Coordination

Support HR, Production and departmental supervisors in maintaining manpower availability and factory-wide workforce discipline.

Responsibilities May Include:

• Monitor worker attendance.
• Coordinate manpower shortages with HR and Production.
• Follow up with labour contractors.
• Ensure required manpower is deployed.
• Coordinate shift-related administrative matters.
• Monitor general discipline.
• Escalate repeated absenteeism or behavioural issues.
• Assist supervisors with cross-department manpower coordination.
• Help ensure common factory rules are consistently followed.
  
  

This role supports Production Supervisors and departmental managers rather than replacing their production-management responsibilities.

Factory-Level HR Administration

Act as an operational extension of the HR team for practical factory-level requirements.

Responsibilities May Include:

• New employee joining coordination
• Employee documentation
• Induction coordination
• ID cards
• Uniforms
• Safety shoes and PPE distribution coordination
• Attendance follow-up
• Leave coordination
• Worker grievances
• Exit formalities
• Employee transport
• Accommodation coordination where applicable
• Disciplinary documentation support
• Employee communication
• Contractor-worker documentation
• Employee welfare activities
  
  

This position is not intended to replace the primary HR Manager role. Its focus is operational coordination inside the factory.

Labour Contractor Management

Work closely with manpower and labour contractors to maintain required staffing levels and documentation.

Responsibilities Include:

• Compare required manpower against available manpower.
• Follow up for replacement manpower where shortages arise.
• Maintain contractor contact and escalation details.
• Verify attendance information.
• Coordinate worker onboarding.
• Ensure basic contractor-worker documentation is complete.
• Escalate recurring absenteeism.
• Review contractor service performance.
• Coordinate contract-labour issues with HR.
  
  

Factory Discipline

Maintain Visibility And Coordination Around Factory-wide Standards Including:

• Attendance
• Uniforms
• ID cards
• PPE
• Break timings
• Smoking and tobacco rules
• Unauthorised movement
• Visitor access
• Parking
• Material movement
• Cleanliness
• General workplace conduct
  
  

Coordinate with HR and departmental managers where formal disciplinary action is required.

Housekeeping Management

Ensure production areas, offices and common facilities remain clean and organised.

Monitor Housekeeping Standards Across:

• Production areas
• Offices
• Washrooms
• Canteen
• Common areas
• Roads
• Parking
• Stores surroundings
• Scrap areas
• External premises
  
  

Manage housekeeping manpower and vendor performance, establish cleaning schedules and follow up to ensure completion.

Security & Gate Administration

Coordinate with security personnel and external security agencies to ensure established processes are followed consistently.

Areas May Include:

• Security staffing
• Visitor management
• Gate-pass control
• Employee and contractor entry
• Vehicle movement
• Material gate passes
• CCTV coordination
• Incident escalation
• Night-shift security checks
  
  

Canteen & Employee Facilities

Coordinate And Monitor Employee-support Facilities Including:

• Canteen
• Drinking water
• Washrooms
• Changing rooms
• Rest areas
• Lockers
• Employee transport
• Parking
• Accommodation where provided
  
  

Monitor service quality and employee feedback and coordinate corrective action where required.

Transport Coordination

Where Applicable, Coordinate:

• Employee buses
• Staff vehicles
• Vendor transport
• Factory vehicles
• Drivers
• Vehicle servicing
• Fuel records
• Route-related issues
• Transport emergencies
  
  

Follow up on disruptions and ensure transport-related issues are resolved promptly.

Utilities Coordination

Maintain Visibility Of Essential Factory Utilities Including:

• Electricity
• Water
• DG backup
• Compressed air
• HVAC
• Internet
• Telephone
• Lighting
  
  

Coordinate with Maintenance and external service providers when interruptions occur and promptly escalate critical utility issues.

Scrap, Waste & Disposal Coordination

Coordinate The Proper Handling And Disposal Of:

• General waste
• Packaging waste
• Scrap
• Metal scrap
• Plastic scrap
• E-waste
• Used oil or other controlled waste where applicable
  
  

Ensure approved disposal methods and applicable documentation requirements are followed.

Administrative Procurement

Coordinate Routine Administrative Purchases Such As:

• Housekeeping materials
• Office supplies
• Furniture
• Uniforms
• PPE
• Drinking water
• Pantry supplies
• Maintenance consumables
• Small tools
• Facility supplies
  
  

Follow established company procurement and approval processes.

Contractor Work Control

Coordinate External Contractor Activities Inside The Factory By:

• Confirming scope of work
• Coordinating factory access
• Ensuring required safety procedures are followed
• Monitoring work progress
• Following up on delays
• Verifying completion
• Coordinating snag correction
• Confirming cleanup after completion
  
  

Contractor work should remain actively tracked until final closure.

Factory Improvement Projects

Support Factory-improvement Activities Involving:

• Layout changes
• Office modifications
• Employee facilities
• New work areas
• Parking
• Security infrastructure
• Canteen
• Washrooms
• Lighting
• Factory infrastructure
• Civil construction
• Vendor installations
  
  

Coordinate vendors and schedules with the objective of completing improvement activities with minimum disruption to production.

Administrative MIS & Tracking

Maintain Practical Tracking Systems For:

• Open maintenance issues
• Vendor jobs
• AMC renewals
• Contractor manpower
• Administrative expenses
• Housekeeping performance
• Security staffing
• Employee transport
• Facility complaints
• Pending approvals
  
  

Use Excel, ERP or internal systems to maintain visibility and support effective follow-up.

Daily Factory Rounds

Conduct Structured Factory Rounds Covering Areas Such As:

• Factory entrance
• Production
• Stores
• Washrooms
• Canteen
• Utility areas
• Scrap areas
• Parking
• Common areas
  
  

Where useful, document or photograph issues, assign responsibility and track each item through completion.

Required Experience

The job summary specifies 4–6 years of experience.

The detailed role description separately states that candidates with approximately 5–10 years of experience in factory administration, plant administration, facility management or manufacturing operations are being considered, with manufacturing-environment experience strongly preferred.

Relevant Industry Backgrounds May Include:

• Automotive components
• Electrical manufacturing
• Wiring harness
• Engineering
• Plastics
• Electronics
• Sheet metal
• Consumer appliances
• Industrial manufacturing
• Warehousing and logistics operations
  
  

Candidate Background

Relevant Existing Job Titles May Include:

• Factory Administrator
• Factory Admin Manager
• Plant Admin Manager
• Administration Manager
• Facility Manager
• Admin & HR Manager
• HR & Admin Executive
• Senior Admin Executive
• Plant Coordinator
• Factory Coordinator
• Operations Executive
• Operations Manager
• Facility & Administration Manager
  
  

Qualifications

Graduate / Diploma / B.E. / B.Tech / MBA in:

• Business Administration
• Human Resources
• Operations
• Facility Management
• Engineering
• Commerce
• Related disciplines
  
  

For this position, practical factory-management capability is considered more important than the exact degree.

Required Skills

The ideal candidate should be:

• Strong in follow-up and task closure.
• Highly organised.
• Comfortable working directly with workers and factory teams.
• Confident in dealing with vendors and contractors.
• Assertive when required.
• Practical and effective in resolving day-to-day problems.
• Capable of managing several issues simultaneously.
• Comfortable spending time on the factory floor.
• Proficient in Excel and basic reporting.
• Able to coordinate effectively across departments.
• Comfortable negotiating with local vendors.
• Reliable in following assigned activities through to completion.
  
  

Ideal Candidate

This role is suited to someone who proactively identifies operational problems and follows them through to resolution.

The candidate should be comfortable responding to practical situations such as maintenance issues, declining housekeeping standards, vendor non-attendance, contractor manpower shortages, infrastructure repairs, pending maintenance activities, employee-discipline matters and coordination gaps between departments.

The position requires ownership, urgency, practical judgement and consistent follow-through.

It is not primarily intended for candidates whose experience is limited to office administration, travel booking, meeting-room management, calendar management, recruitment-only HR, payroll-only HR or reception/front-office administration.

What Success Looks Like

Success in this role means helping maintain a factory environment where:

• Maintenance issues are resolved quickly.
• Vendors provide reliable service.
• Backup vendors are available for critical requirements.
• Worker discipline remains strong.
• Housekeeping standards are consistently maintained.
• Employee facilities remain functional.
• Contractor manpower is effectively coordinated.
• HR receives strong operational support inside the factory.
• Administrative costs remain controlled.
• Problems are identified and escalated early.
• Routine factory matters do not require repeated follow-up from senior management.
  
  

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