Senior Admin & Factory Coordinator

Department :- Operations & Administration

Reports To :- Founder / Operations Head

Role Purpose

To ensure smooth administrative, compliance, procurement, inventory, and workforce coordination for Hullos food manufacturing facility while maintaining complete documentation and audit readiness.

Key Responsibilities

1 ) Factory Administration

* Manage daily administrative operations of the production facility.

* Maintain factory records and documentation.

* Coordinate maintenance schedules and service providers.

* Ensure cleanliness and organization of administrative areas.

* Support production team with operational requirements.

2) FSSAI & Compliance

* Maintain all regulatory records.

* Track renewals and statutory requirements.

* Maintain:

* FSSAI records

* Pest control reports

* Water testing reports

* Product testing reports

* Employee health records

* Cleaning and sanitation records

* Visitor records

* Calibration records

* Prepare documentation for audits and inspections.

3) Procurement & Vendor Management

* Raise purchase orders.

* Obtain quotations from suppliers.

* Compare supplier pricing.

* Follow up on deliveries.

* Maintain approved supplier database.

* Track packaging and ingredient purchases.

4) Inventory Administration

* Maintain inventory records for:

* Raw materials

* Packaging materials

* Finished goods

* Cleaning chemicals

* Verify stock movement documentation.

* Coordinate monthly stock counts.

* Generate inventory reports.

5) HR & Workforce Administration

* Maintain employee files.

* Manage attendance records.

* Track leave and overtime.

* Coordinate recruitment interviews.

* Manage onboarding documentation.

* Maintain training records.

* Coordinate uniforms and PPE issuance.

6) Production Documentation

* Ensure production paperwork is completed daily.

* Verify:

* Batch manufacturing records

* Production logs

* Cleaning records

* Dispatch records

* Quality check records

* Archive records systematically.

7) Logistics & Dispatch

* Coordinate dispatch schedules.

* Prepare shipping documentation.

* Coordinate with transport providers.

* Track deliveries.

* Manage courier dispatches.

8) Accounts Coordination

* Collect and organize vendor invoices.

* Maintain petty cash records.

* Coordinate payment requests.

* Assist accountant with GST and audit documentation.

9) Management Reporting

Prepare weekly reports on:

* Attendance

* Procurement

* Inventory

* Production records completion

* Compliance status

* Vendor payments

* Dispatch performance

Key Performance Indicators (KPIs)

1) Compliance

* 100% audit readiness

* Zero expired licenses or certificates

* Complete documentation filing

2) Inventory

* Stock variance below 2%

* Accurate inventory records

3) Procurement

* On-time procurement of materials

* Cost savings through vendor management

4) HR

* 100% employee documentation maintained

* Attendance accuracy above 99%

5) Administration

* Vendor payments processed on schedule

* Factory records updated daily

Ideal Candidate

Experience

* 48 years administrative experience

* Experience in food manufacturing preferred

* Experience with FSSAI documentation highly preferred

Skills

* MS Excel (mandatory)

* Google Workspace

* Inventory management

* Documentation control

* Vendor management

* Basic accounting knowledge

* Strong follow-up skills

Personal Traits

* Extremely organized

* Detail-oriented

* Process-driven

* Comfortable working on a factory floor

* Strong ownership mindset