Manager - Admin & Compliance

Job Title: Admin Manager

Location: Taloja (Factory Location)

Experience: 5+ years

Qualification: Any relevant degree/diploma in administration or management

Job Description:

The Admin Manager will be responsible for overseeing the compliance of factory operations with regulatory standards, ensuring the smooth running of administrative functions, and fostering a positive and safe working environment. The role includes liaising with regulatory bodies, managing labor compliance, conducting audits, handling employee welfare, ensuring environmental compliance, and implementing sustainability initiatives. Additionally, the Admin Manager will manage vendor and contractor relationships, handle emergency preparedness, and support internal and external audits.

Key Responsibilities:

1. Compliance with Factory Regulations:

- Ensure adherence to the Factories Act, 1948, and associated state-level rules.

- Regularly inspect factory premises to maintain compliance with workplace safety, hygiene, and welfare standards.

2. Coordination with Regulatory Bodies:

- Liaise with DISH (Directorate of Industrial Safety and Health) for compliance with safety standards, obtaining approvals for safety reports, and addressing inspection findings.

- Work with MPCB (Maharashtra Pollution Control Board) to ensure compliance with environmental regulations, such as obtaining/renewing consents under the Air and Water Acts.

- Manage interactions with MIDC (Maharashtra Industrial Development Corporation) for land leases, utilities, and adherence to MIDC norms.

3. Health, Safety, and Environmental (HSE) Compliance:

- Develop and implement HSE policies in line with regulatory requirements.

- Conduct safety drills, training sessions, and awareness programs for employees.

- Prepare and submit annual returns, safety audit reports, and compliance reports to DISH and MPCB.

4. Audit and Documentation:

- Facilitate internal and external audits for safety, health, environment, and labor compliances.

- Maintain documentation such as Form 37 (Health Registers), consent-to-operate certificates, hazardous waste management records, and other statutory filings.

- Ensure timely submission of compliance returns and reports to relevant authorities.

5. Labor Compliance:

- Monitor adherence to labor laws, including the Payment of Wages Act, Minimum Wages Act, and Contract Labour (Regulation and Abolition) Act.

- Oversee contractor compliance and manage labor license renewals.

- Implement systems to ensure statutory compliance for PF, ESIC, gratuity, and leave management.

6. Employee Welfare and Relations:

- Manage welfare programs such as canteen services, medical facilities, and grievance redressal mechanisms.

- Handle industrial relations (IR) to maintain a positive working environment, addressing union concerns while balancing company policies.

7. Environmental Compliance:

- Monitor and manage waste disposal, effluent treatment plants, and air emission control systems.

- Ensure compliance with hazardous material handling guidelines, including the submission of Form IV returns under the Hazardous Waste Management Rules.

8. Emergency Preparedness:

- Develop and maintain emergency response plans for fire, chemical spills, or other industrial incidents.

- Conduct regular mock drills and ensure readiness of safety equipment like PPE, fire extinguishers, and alarms.

9. Coordination with Authorities and Stakeholders:

- Manage correspondence with local government authorities, pollution control boards, and legal advisors.

- Ensure proper coordination with insurance providers and third-party inspection agencies for certifications and claims.

- Conduct periodic audits to ensure contractors comply with statutory obligations like PF, ESIC, gratuity, and minimum wages.

- Verify and approve monthly contractor compliance reports, including submission of challans for PF and ESIC.

10. Technology and Systems Management:

- Ensure efficient utilization of administrative software and tools for compliance tracking and reporting.

- Familiarity with ERP systems for managing compliance, HSE, and administrative workflows.

11. Training and Development:

- Develop training modules for factory staff on safety, labor laws, and compliance requirements.

- Organize workshops and awareness programs on workplace ethics, safety standards, and emergency response.

12. Sustainability Initiatives:

- Develop and implement sustainability programs to reduce environmental impact (e.g., energy conservation, waste minimization).

- Collaborate with stakeholders to align with global sustainability goals and best practices.

13. Vendor and Contractor Management:

- Conduct periodic audits of vendors and contractors to ensure compliance with factory policies and legal requirements.

- Negotiate contracts and ensure service-level agreements (SLAs) are adhered to.

14. Budgeting and Cost Control:

- Manage the administrative budget for the factory, ensuring cost-effective operations.

- Identify opportunities for cost reduction while maintaining compliance and efficiency.

15. Performance Monitoring:

- Establish key performance indicators (KPIs) for administrative and compliance tasks.

- Regularly evaluate the performance of administrative staff and implement improvement plans if necessary.

16. Dispute Resolution:

- Act as a mediator in resolving disputes between factory employees and management, ensuring alignment with company policies and labor laws.

17. Stakeholder Engagement:

- Engage with local communities to maintain a positive image of the company and support corporate social responsibility (CSR) activities.

- Represent the factory in meetings with regulatory authorities and industry bodies.

Job Specification:

- Educational Qualification: Bachelor's degree in Administration, Management, or a related field. Postgraduate qualifications or professional certifications in HSE, labor law, or industrial relations would be a plus.

- Experience: Minimum of 5 years of experience in administrative management, with at least 2 years spent in managing compliance and regulatory affairs in a factory setting. Experience in a chemical manufacturing environment is highly preferred.

- Skills Required:

- Regulatory Knowledge: Strong knowledge of factory compliance regulations, labor laws, and environmental policies.

- Compliance Management: Ability to oversee and enforce compliance with safety, health, and environmental standards.

- Audit Expertise: Proficiency in conducting internal and external audits for safety, labor, environmental, and legal compliance.

- Leadership & Team Management: Excellent organizational, leadership, and people management skills to drive compliance across teams.

- Communication Skills: Strong verbal and written communication abilities to interact effectively with regulatory bodies, management, contractors, and staff.

- Problem-Solving: Strong critical thinking and problem-solving skills to address compliance issues, disputes, and process improvements.

- Industrial Relations (IR): Understanding of industrial relations and effective mediation skills to maintain positive labor relations and resolve disputes.

- Technology Proficiency: Familiarity with administrative software, ERP systems, and compliance tracking tools.

- Safety & Emergency Management: Proficiency in emergency preparedness and safety management, including training staff on safety procedures.

- Budgeting & Cost Control: Experience in managing budgets and ensuring cost-effective operations without compromising on compliance or safety.

- Sustainability: Knowledge of sustainability practices within the industrial context, with the ability to implement energy conservation and waste reduction initiatives.

Key Attributes:

- A proactive, results-driven individual with excellent attention to detail.

- Ability to manage multiple priorities in a fast-paced environment.

- Strong interpersonal and negotiation skills to interact with both internal and external stakeholders.

- Ability to ensure compliance while fostering a positive and productive work environment.