Admin + HR + Compliance Executive
Reports To General Manager / Directors
Coordinates With Production Manager, Procurement Executive, Sales Team
Type Full-Time, Permanent, Factory-Based
Salary Range As Per Industry Standards
Role Summary
Three-in-one role covering factory administration, HR operations, and statutory compliance. This position is the independent cost control and integrity layer of the factory. The person physically verifies all incoming materials, cross-checks every vendor bill before payment, verifies sales team expenses, and actively participates in production costing reviews to identify cost spikes. Takes over compliance responsibilities from Directors.
This is an ethics-driven role. The person in this position serves as the integrity checkpoint of the organisation. There is zero tolerance for compromise on honesty, accuracy, or transparency. Every number this person signs off on must be verified, accurate, and defensible.
Key Responsibilities
Statutory Compliance
- Monthly PF and ESI contribution filing before the 15th of every month. Prepare the salary sheet for all employees and send it to the Accounts Executive so that salary disbursement can be executed from their end
- Track the renewal dates of each licence and approval separately — factory licence, Pollution Control Board consent, BIS, Fire NOC — since every licence has its own renewal date. Start working on each renewal well in advance from a pre-decided time, coordinating with the consultant for that licence
- While doing each renewal, learn the rules — what is required and what is not allowed — so that over time you can handle an inspector’s visit or audit on your own, without needing higher management to be present
- Get the boiler / pressure vessel inspection executed on schedule, by coordinating with the consultant and the IBR inspector
- Maintain all mandatory registers — Muster Roll, Wages, Overtime, Leave, Accident — audit-ready at all times
HR & People Management
- Daily attendance, leave tracking, and monthly payroll processing (PF/ESI deductions, overtime calculation)
- New hire documentation, EPFO/ESIC registration, and exit formalities
- People grievance handling and welfare coordination — after talking to the senior first, to prevent any miscommunication
Factory-Related Hiring
- Use online job portals like Indeed, Naukri, and Apna Jobs to post advertisements and hire skilled workers, unskilled workers, supervisors, and operators for the factory
- Plan and conduct interviews along with the concerned managers, so that every vacant position is filled with the right person at the earliest
- Build relationships with local ITI institutions and stay in regular touch with them, so that whenever skilled workers are needed, they can be sourced from there
Financial Administration
- Manage and review every bill carefully. Question a bill whenever something looks unclear, so that no wrong billing or malpractice happens in the factory
- Make sure all bills are paid within the due date, and constantly work on bringing the bills down by speaking with higher stakeholders and finding ways to reduce costs
- Maintain a sheet of all petty expenses incurred in the factory, apart from raw material purchases — so that this data is readily available and useful for cost calculation
Machinery & Vendor Coordination
- Understand the problem technically by talking to the Maintenance In-Charge and Production Manager, so that the issue can be explained properly to the third party or the company that makes the machine, and get it sorted
- Plan the annual servicing of machines — either through a third party or directly through the company that made the machine. If the operator informs you that a machine needs servicing, schedule it by speaking to the right party and follow up until the work is completed
- Keep learning new things on your own — through the internet, videos, or by talking to people in the industry — so that your knowledge of machines, materials, and buying stays up to date
- Find new vendors for spare parts or any raw material that is needed — using sources like IndiaMART, JustDial, or TradeIndia. Understand what the part or material is used for, finalise the right vendor, and get the work executed
Costing & Price Intelligence
- Sit with the General Manager to understand the costing formula. Start working on the day-to-day operational cost by accumulating data such as raw material pricing, material production, and overhead expenses — record this data in the formats required for proper costing calculation, and keep updating it from time to time so that the product cost stays accurate as prices change
- Sit with Production Manager, Directors, GM, and Procurement Executive in periodic costing reviews to maintain and update the product costing format
- Track raw material price movements — identify cost spikes early, flag impact on per-sheet production cost
- Constantly build new contacts with dealers, suppliers, and vendors across materials to understand the right market price point — never rely on a single source for price benchmarking
- Maintain Vendor Rate Register with current and historical rates; collect alternative quotations to support negotiation and verify that the factory is getting competitive pricing
- Devise a formula for overhead expenses, so that overhead costs can be calculated in a consistent and accurate way every time
Material Verification & Cost Control
- Physically present at unloading point for every material delivery — independently count, measure, and weigh incoming materials against the Purchase Order
- Prepare Goods Receipt Note (GRN) with actual quantities; perform three-way matching (PO vs GRN vs Invoice) before approving any bill for payment
- Conduct daily physical stock audit along with the Production Manager and submit the report in a proper standard format in the group
- Verify sales team TA bills and new expenses — cross-check travel claims, hotel bills, and miscellaneous expenses against approved limits and actual travel schedules
Continuous Learning
- The most important part of this role is the willingness to keep learning. Whenever something is unknown, learn it from seniors or from online sources — never stop upskilling yourself, because the job demands growing knowledge across many areas
Required Qualifications
- B.Com / BBA / MBA (HR or Finance)
- 2–4 years experience in a manufacturing setup — must have handled PF/ESI filing and factory compliance independently
- Hands-on experience with EPFO and ESIC portals
- Proficient in MS Excel and Tally
- Comfortable dealing with government offices (Factory Inspector, PF Office, PCB, Fire Dept)
- Strong networking ability — proactively builds contacts with dealers and vendors to benchmark prices
- Physically active — willing to be on factory floor for material verification; this is not a desk-only role
- Uncompromising integrity — this is non-negotiable; the role exists to ensure every rupee is accounted for
Preferred
- Experience in plywood, timber, or wood-processing factory
- Knowledge of Factories Act, PF Act, ESI Act, Payment of Wages/Bonus Act
- Familiarity with BIS certification for plywood (IS:303 / IS:710 / IS:1328)
- Understanding of manufacturing costing and cost sheet preparation
What Success Looks Like
- Zero missed compliance filings or expired licences
- 100% of vendor bills and sales TA bills verified before payment — no exceptions
- Physically present for every material delivery during working hours
- Active participation in costing reviews with data-backed price trend inputs
- Growing network of dealer and vendor contacts for price benchmarking
- Payroll processed by 2nd of every month, PF/ESI filed by 15th
- Monthly stock audit completed with reconciliation report submitted to Directors
Pay: ₹15,000.00 - ₹30,000.00 per month
Benefits:
- Health insurance
- Provident Fund
Work Location: In person
