Job Description Summary
The Deputy Manager / Manager - Administration is responsible for overseeing all administrative operations, ensuring smooth facilities management, statutory compliance, employee services, vendor management, audit readiness, and continuous improvement across the organization.
Overall Objective
To ensure efficient administration of facilities, transport, canteen, contract workforce, security, GMP support, Contractor statutory compliance, audits, and employee services while maintaining operational excellence, regulatory compliance, and a safe, productive workplace environment.
Job Description
Key Responsibilities
1. Canteen Management
- Manage canteen operations, food quality, vendor performance, and employee satisfaction.
- Approve special food requirements for festivals and events.
- Conduct canteen committee meetings, kitchen audits, food testing, and medical checks for canteen staff.
- Oversee pantry stock procurement and weekly menu planning.
2. Transport Management
- Manage employee transportation, company vehicles, and external cab services.
- Ensure timely transport operations and driver allocation.
- Conduct transport audits and committee meetings.
- Handle vehicle renewals, maintenance, FASTag management, fuel and toll verification, and driver training.
3. General Administration
- Raise Purchase Requisitions (PRs) for administrative purchases, contracts, renewals, and employee events.
- Manage vendor agreements, Annual Maintenance Contracts (AMCs), utility bill payments, administrative records, and audit documentation.
- Support QA, ISO, FDA, and GMP audits.
- Maintain stakeholder relations, coordinate employee engagement activities, and conduct facility inspections.
4. Housekeeping & Facility Services
- Manage housekeeping vendor manpower and consumable inventories.
- Monitor drinking water quality and facility cleanliness standards.
5. Contract Workforce Management
- Recruit and contract employees.
- Ensure training, medical checks, background verification, attendance management, statutory compliance, wage compliance, and workforce allocation across shifts.
- Coordinate annual ESI medical camps and maintain workforce discipline.
6. Software & Compliance Systems
- Maintain and update SOPs in Veeva Vault.
- Manage audit responses, compliance reviews, complaint tracking, and service provider verification in BM Ram software.
7. GMP Support
- Manage GMP-related supplies such as aprons and safety shoes.
- Coordinate with Lindstrom for gowning services and employee concerns.
- Ensure compliance with gowning and shoe-washing procedures.
8. Biometric Access Control
- Manage biometric hardware and software systems.
- Coordinate vendor support, issue resolution, procurement, and maintenance.
9. Scrap Management
- Arrange transportation and disposal of scrap materials including general waste, metal, wood, and other waste streams.
10. Training & Employee Development
- Organize training programs for housekeeping, security staff, drivers, and contract employees.
- Prepare and execute administrative engagement calendars and compliance training plans.
11. Security Management
- Recruit security personnel as needed.
- Ensure proper management of visitor control, gate passes (RGP/NRGP), and material movement records.
12. Pest Control Management
- Ensure pest control activities comply with GMP requirements.
- Coordinate audits, maintain records, monitor pest control equipment, and address observations with engineering teams.
13. Compliance - Contract Labor and others
- Verify ESI/PF deductions, minimum wage implementation, salary payments, approved manpower strength, wage registers, and statutory compliance through vendor coordination.
