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Administration & Office Support

Head – Administration (Manufacturing Site) Full Time


Job Title: Head – Administration (Manufacturing Site)

Location: Ankleshwar Manufacturing Facility

Company: RPG Life Sciences Ltd.

Reporting To: Site Head (Dotted Line to CHRO)

Role Overview

The Head – Administration will be responsible for leading and managing all administrative, facility management, and support services functions for the Ankleshwar manufacturing site. The role ensures a safe, compliant, efficient, and employee-friendly work environment aligned with regulatory standards and organizational objectives.

The incumbent will oversee services including canteen, transport, housekeeping, security, medical facilities, landscaping, change rooms, laundry, and other welfare amenities, while driving operational excellence, cost efficiency, and high service standards. A key responsibility is ensuring Factory Act compliance and statutory welfare obligations from an administrative standpoint.

Key Responsibilities

  • 1. Overall Site Administration
  • Lead end-to-end administration of the manufacturing site, ensuring seamless daily operations.
  • Develop and implement administrative policies, SOPs, and governance frameworks.
  • Ensure compliance with all statutory, regulatory, environmental, and safety norms.
  • Act as the central coordination point between plant operations, HR, EHS, and corporate teams.
  • Drive continuous improvement in administrative systems and processes.
  • 2. Facility Management & Infrastructure
  • Oversee maintenance and upkeep of all site infrastructure: office buildings, plant premises, utilities, change rooms, restrooms, locker facilities, internal roads, parking areas, and common spaces.
  • Ensure preventive and breakdown maintenance plans are in place and executed.
  • Manage vendor contracts for civil, electrical, plumbing, and general maintenance.
  • Ensure infrastructure readiness for audits and inspections.
  • 3. Canteen & Food Services Management
  • Supervise canteen operations ensuring hygiene, quality, and nutritional standards.
  • Ensure compliance with food safety regulations and employee satisfaction.
  • Manage vendor performance, contracts, SLAs, meal planning, pricing, and cost controls.
  • 4. Transport Management
  • Manage employee transportation services including route planning, vendor coordination, fleet optimization, and vehicle safety.
  • Ensure timely and efficient transport services for employees and visitors.
  • Monitor vendor performance and cost efficiency.
  • 5. Housekeeping & Hygiene
  • Ensure high standards of cleanliness in production support areas, offices, change rooms, and common facilities.
  • Implement structured housekeeping schedules and audit systems.
  • Drive GMP-compliant housekeeping practices.
  • Manage outsourced housekeeping agencies and contracts.
  • 6. Security & Vigilance
  • Oversee site security operations including access control, surveillance, and gate management.
  • Prevent theft, pilferage, and unauthorized access.
  • Ensure adherence to security protocols and emergency response readiness.
  • Conduct regular security audits and risk assessments.
  • 7. Medical & Occupational Health Facilities
  • Supervise on-site medical facilities and occupational health services.
  • Ensure availability of first aid, emergency response systems, and medical staff.
  • Drive employee wellness programs and statutory compliance.
  • Coordinate periodic health check-ups and maintain medical records.
  • 8. Laundry & Uniform Management
  • Manage laundry services for uniforms, PPE, and plant-related materials.
  • Ensure hygiene and compliance standards are maintained.
  • Monitor vendor efficiency, turnaround time, and quality.
  • 9. Landscaping & Garden Maintenance
  • Oversee maintenance of green areas, gardens, and landscaping within the site.
  • Ensure aesthetic upkeep aligned with company standards.
  • Promote sustainability initiatives like water conservation and eco-friendly practices.
  • 10. Change Rooms & Employee Facilities
  • Ensure proper upkeep and hygiene of change rooms, lockers, washrooms, and rest areas.
  • Maintain adequate supplies and ensure periodic sanitation.
  • Enhance employee experience through improved facility standards.
  • 11. Vendor & Contract Management
  • Identify, onboard, and manage third-party service providers.
  • Define SLAs, KPIs, and performance monitoring mechanisms.
  • Ensure cost optimization without compromising service quality.
  • Handle negotiations, renewals, and compliance documentation.
  • 12. Compliance & Audit Readiness
  • Ensure adherence to GMP, ISO, and other regulatory standards.
  • Maintain documentation for internal, statutory, client, and regulatory audits.
  • Support audit readiness through administrative preparedness.
  • 13. Factory Act & Statutory Compliance (Admin Perspective)
  • Ensure full compliance with the Factories Act, 1948 and other labor laws.
  • Responsibilities include:
    • Maintaining registers, records, and documentation required under the Act.
    • Monitoring compliance with working hours, overtime, rest periods, and leave provisions.
    • Ensuring proper welfare facilities: drinking water, restrooms, canteen, first aid, washing, and changing areas.
    • Collaborating with EHS and Production to maintain safe working conditions.
    • Preparing for inspections by labor authorities and submitting statutory returns on time.
    • Addressing worker grievances and coordinating with HR/legal teams for disputes.
    • 14. Budgeting & Cost Control
    • Prepare and manage the administration budget.
    • Track expenses and drive cost optimization initiatives.
    • Ensure efficient utilization of resources.
    • 15. Crisis Management & Emergency Response
    • Lead administrative support during emergencies (fire, medical, natural disasters).
    • Ensure preparedness through drills and training.
    • Coordinate with EHS and local authorities during incidents.
    • 16. Stakeholder Management
    • Work closely with Site Head, HR, EHS, Production, QA/QC teams.
    • Act as a bridge between employees and management for facility-related concerns.
    • Engage with external stakeholders including government authorities and vendors.

    Candidate Profile

    Experience

    • Minimum 15+ years in administration/facility management in manufacturing, ideally pharma or regulated industries.
    • Strong preference for ex-servicemen with leadership, discipline, and operational rigor.

    Qualifications

    • Graduate/Postgraduate in any discipline.
    • Preferred certifications/courses:
      • Diploma/Degree in Administration / Facility Management.
      • Industrial Safety, Labour Laws, or Facilities Management certification.
      • MBA/PGDM (HR/Operations) – desirable.
      • Certification in EHS or compliance-related areas – added advantage.

    Key Skills & Competencies

    • Strong leadership and team management.
    • Deep understanding of factory administration, statutory compliance, and welfare requirements.
    • Vendor management and negotiation expertise.
    • Crisis management and problem-solving ability.
    • Knowledge of GMP and pharma compliance environment.
    • Cost-conscious mindset with operational efficiency focus.
    • Excellent coordination, stakeholder management, and integrity.

    Key Performance Indicators (KPIs)

    • Service quality and employee satisfaction scores.
    • Audit compliance and zero non-conformities (admin-related).
    • Cost optimization and budget adherence.
    • Vendor performance metrics.
    • Incident-free operations (safety, security, and admin).
    • Facility uptime and maintenance efficiency.
    • 100% compliance with Factory Act welfare and statutory requirements.

    Job Overview

    • ID: 1053
    • Date Posted:
    • Job Title: Head – Administration (Manufacturing Site)
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