Factory Administrative Assistant

Job Title: Factory Administrative AssistantJob Type: Full-timeMain PurposeThe incumbent will ensure efficient operations of office and factory environments by overseeing workplace setups, managing uniforms and PPE, coordinating daily logistics such as transportation and meetings. They will maintain contract records, handle procurement and payments, support employee onboarding and off‑boarding, and provide administrative support across departments processing timesheets, expenses, and event logistics.Key ResponsibilitiesOversee workplace setups and ensure all necessary supplies are available such as office stationeries, documentation, business cards, lockers, uniforms, and PPE.Manage meeting room setups, food arrangements, room bookings and calendar invitations, ensuring all meeting spaces are equipped and ready.Responsible for end‑to‑end management and governance of company accommodation, ensuring compliance with company policy and standards.Address maintenance‑related issues to keep the workplace clean and tidy for both office and factory areas.Manage the supply and maintenance of uniforms and arrange PPEs for visitors during factory tours.Oversee daily laundry services, ensuring suppliers adhere to standards and maintain uniform quality.Maintain contract records and oversee renewal process for factory‑related contracts.Handle contracting tasks, including price negotiations, terms, agreement alignment, and documentation.Oversee onboarding of contractors, including training, assessments, and supply of correct PPE.Arrange monthly purchase orders and ensure on‑time payments for contractor services.Create and manage purchase orders for various departments (Workplace Services, General Management, Safety, Quality, Manufacturing, Project, HR, Technical).Create Goods Receipt Notes, follow up on payments, and ensure timely payments to suppliers.Track expenses and generate reports on spending related to immigration process & other expenses incurred by the team.Source suppliers, negotiate terms, secure best rates for vehicle procurement, manage contracts and documentation.Ensure timely servicing, checks, and maintenance of vehicles by vendors and drivers.Ensure all vehicles meet safety requirements, are equipped with GPS trackers and manage the GPS portal for reporting.Arrange daily transportation for employees, including blue‑col workers, factory team leaders, office staff (on request) and guests.Manage transportation requests for medical appointments, hotels, banks, airport transfers, sample collection, etc.Equip and train drivers in defensive driving, FDRI, eye testing, and first aid as required.Manage the entire onboarding process, including logistics, induction with stakeholders, provision of uniforms, assignment of lockers, and accommodation arrangements.Ensure completion of the off‑boarding process, including return of all company assets and necessary documentation.Manage and maintain data for monthly timesheets, overtime, bonuses for the BC team.Provide logistical support to the team for engagement events, book flights, manage bookings, coordinate with vendors.Lead execution of factory events, planned townhalls and monthly communications sessions.Skills and ExperienceAt least 4+ years relevant experience in administrative or support role.Proven experience as an Executive Assistant, Administrative Assistant, or related role.Strong verbal and written communication skills for effective interaction with internal teams and external vendors.Exceptional ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.Proven experience in time management, calendar management, meeting coordination, travel arrangements, and event planning.Strong knowledge of MS Office tools.Proficiency in English required.Excellent organizational skills and attention to detail.Strong interpersonal skills.Agile in thinking and acting.Food safety knowledge.#J-18808-Ljbffr