Administrative Manager

The Factory Administration Manager plays a critical role in ensuring smooth and efficient factory operations by overseeing administrative functions, coordinating between departments, and maintaining compliance with company policies and regulatory requirements. This position requires close collaboration with Production, Warehouse, Maintenance, Supply Chain, and HR teams to ensure that production plans are executed on time, workforce availability is managed, and dispatch commitments are met. The role also involves maintaining documentation, monitoring operational issues, and providing concise daily reports to management for informed decision-making.

Key Responsibilities

Factory Administration & Management Control:
Implement management instructions and approved factory policies while maintaining overall administrative discipline. Follow up on assigned tasks to ensure deadlines are met and coordinate daily factory meetings. Maintain visibility over outstanding issues and responsible personnel, ensuring proper documentation and record-keeping.

HR & Workforce Administration:
Manage employee attendance, punctuality, leave records, shift schedules, and manpower availability. Oversee employee discipline and coordinate warning or show-cause processes with management. Handle employee joining and exit formalities, maintain personnel files, and manage overtime approvals. Ensure workplace requirements such as uniforms and PPE are met, and coordinate recruitment efforts in line with company HR policies. The Admin Manager must ensure that the required manpower is available at the right place and time.

Production Plan Implementation:
While the Production Manager is responsible for technical execution, the Factory Admin Manager ensures adherence to the approved production plan. Responsibilities include obtaining the daily production plan, confirming manpower allocation, verifying material and packaging availability, monitoring job start times and progress, identifying delays, recording reasons for incomplete production, escalating significant deviations, and ensuring timely submission of production reports. The manager must be able to clearly report what was planned, completed, pending, reasons for delays, responsible parties, and expected completion times.

Dispatch Control:
Ensure customer dispatch commitments are fulfilled by obtaining daily and next-day dispatch plans and coordinating with Supply Chain, Warehouse, and Production. Confirm finished goods availability, prioritize pending production for dispatch, verify packaging and documentation readiness, and ensure timely loading and transport arrangements. Monitor vehicle readiness and verify that dispatches leave the factory as planned, escalating any risks of delay immediately. Maintain a daily dispatch status report reflecting order status from customer to actual dispatch.

Compliance:
Act as the factory compliance coordinator by ensuring adherence to company SOPs, attendance and labor records, health and safety regulations, fire safety, PPE requirements, housekeeping standards, employee documentation, visitor and contractor controls, government inspections, environmental and waste management, customer compliance, audits, and ISO/QMS documentation where applicable. Maintain a Compliance Register that tracks requirements, authorities, due dates, responsible persons, status, evidence, and renewal dates. The Admin Manager ensures compliance tasks are identified, assigned, and completed on time.

Factory Reporting:
Prepare and submit a concise Daily Factory Report covering attendance and manpower, planned versus actual production, pending jobs, downtime, material shortages, quality issues, dispatch status, maintenance concerns, compliance and disciplinary matters, outstanding actions, and major risks for the following day. Reports should be brief yet comprehensive enough for management to understand the entire factory status within 5–10 minutes.

Required Qualifications
- Proven experience in factory administration or operations management.
- Strong coordination and communication skills across multiple departments.
- Ability to manage workforce administration and enforce HR policies.
- Competence in monitoring production plans and dispatch schedules.
- Knowledge of compliance requirements related to health, safety, labor laws, and quality standards.
- Proficiency in documentation and reporting for operational transparency.

Preferred Qualifications and Benefits
- Experience with ISO/QMS systems and audit processes is advantageous.
- Familiarity with manufacturing environments and supply chain coordination.
- Strong problem-solving skills and ability to escalate issues proactively.
- Benefits typically include opportunities for professional growth and working within a dynamic production environment.

This role demands a proactive and organized individual who can maintain operational discipline, ensure compliance, and provide clear visibility of factory performance to management.