Peon

Job Purpose: To ensure the smooth and efficient functioning of day-to-day plant administration, facility management, housekeeping, sanitation, pest control, security coordination, material movement, documentation, and administrative support activities in compliance with Good Manufacturing Practices (GMP), company policies, safety standards, and applicable regulatory requirements.
2. Job Summary
The Plant Administration Executive/Officer is responsible for managing and supervising all routine administrative activities within the plant premises to ensure a clean, safe, hygienic, and well-maintained working environment. The role involves coordinating housekeeping and sanitation activities, monitoring pest control operations, maintaining administrative records, managing inward and outward movement of goods, and overseeing gate entry, gate passes, post, and courier services.

The position also includes monitoring facility maintenance, ensuring the availability and proper upkeep of office infrastructure and administrative assets, coordinating with external service providers, and maintaining service contracts, invoices, registers, and other supporting documents. The role requires close coordination with Production, Quality Assurance (QA), Quality Control (QC), Engineering, Stores, Security, EHS, Finance, and other departments to ensure uninterrupted plant operations.

The incumbent must ensure that all administrative activities are carried out in accordance with established SOPs, GMP requirements, internal policies, safety procedures, and audit expectations. The role also supports cost control, resource optimization, internal audits, regulatory inspections, and Environment, Health, and Safety (EHS) initiatives.
3. Key Roles and Responsibilities
A. Plant Administration and General Management
- Supervise and manage day-to-day administrative activities across the plant premises to ensure smooth and efficient operations.
- Ensure proper housekeeping, sanitation, cleanliness, and general upkeep of the plant, including production areas, offices, corridors, entrances, canteen areas, washrooms, parking areas, and other common facilities.
- Coordinate with various departments to identify administrative requirements and provide timely support for daily operations.
- Monitor the availability of essential administrative supplies, including stationery, cleaning materials, office consumables, and other required resources.
- Ensure the proper utilization of administrative resources and maintain an organized working environment throughout the facility.
- Develop and implement administrative schedules, checklists, and monitoring systems to improve operational efficiency.
- Coordinate with internal teams and external service providers to resolve administrative issues and ensure timely completion of assigned activities.
- Ensure compliance with company policies, plant rules, applicable SOPs, and established administrative procedures.
- Conduct routine inspections of plant premises to identify deficiencies and initiate corrective actions wherever required.
- Support the Plant Head and management team in implementing administrative improvements and maintaining operational discipline.
B. Housekeeping, Cleaning, and Sanitation Management
- Supervise housekeeping personnel and contract staff to ensure effective cleaning and sanitation across the plant premises.
- Ensure that production areas, office spaces, washrooms, changing rooms, corridors, staircases, canteens, and other common areas are maintained in a clean and hygienic condition.
- Coordinate with Production and Quality Assurance teams to ensure that cleaning activities in GMP-controlled areas are performed according to approved procedures and defined schedules.
- Monitor the availability, storage, labeling, and proper use of cleaning agents, disinfectants, and housekeeping materials as applicable.
- Ensure that housekeeping activities are carried out using approved methods and appropriate cleaning equipment.
- Verify that cleaning schedules, checklists, sanitation records, and housekeeping logbooks are completed accurately and maintained properly.
- Conduct routine housekeeping inspections and identify deviations related to cleanliness, hygiene, waste disposal, and facility upkeep.
- Coordinate with the concerned departments to initiate corrective and preventive actions for identified deficiencies.
- Ensure proper segregation, collection, and disposal of waste in accordance with applicable company procedures and environmental requirements.
- Monitor the performance of housekeeping contractors and ensure adequate manpower deployment, attendance, training, and adherence to plant safety requirements.
- Promote awareness of workplace cleanliness, personal hygiene, and good housekeeping practices among employees and contract workers.
- Ensure that cleaning activities do not interfere with manufacturing operations or compromise product quality and contamination-control requirements.
C. Pest Control Management
- Supervise and coordinate pest control activities throughout the plant premises to maintain a pest-free and hygienic environment.
- Coordinate with approved pest control agencies for routine inspections, preventive treatments, corrective treatments, and monitoring activities.
- Ensure that pest control services are performed according to approved schedules, SOPs, GMP requirements, and applicable safety procedures.
- Monitor pest control devices, including insect light traps, rodent bait stations, and other approved monitoring points, as applicable to the facility.
- Ensure that pest control devices are properly identified, positioned, maintained, and inspected according to the approved pest management program.
- Maintain pest control records, including service reports, treatment details, inspection checklists, monitoring records, and contractor documentation.
- Review pest control reports to identify recurring pest activity, unusual observations, and areas requiring additional attention.
- Coordinate with QA, Engineering, Production, and the pest control agency to investigate pest-related observations and implement corrective actions.
- Ensure that chemicals, pesticides, and related materials are handled, stored, and used by authorized personnel in accordance with approved procedures and safety requirements.
- Verify that pest control activities in production and other controlled areas are planned and executed without adversely affecting products, materials, equipment, or personnel.
- Support internal audits and regulatory inspections by ensuring that pest control documentation is complete, traceable, and readily available.
- Monitor the effectiveness of pest control measures and recommend improvements to strengthen preventive controls.
D. Security Coordination, Gate Entry, and Material Movement
- Coordinate with security personnel to ensure effective control of entry and exit activities at the plant gate.
- Monitor visitor entry, employee access, contractor movement, and vehicle entry in accordance with established security procedures.
- Ensure that visitor registers, vehicle registers, gate entry records, and other security-related documentation are maintained accurately.
- Supervise the issuance and control of gate passes for employees, contractors, visitors, equipment, materials, and other authorized movements, as applicable.
- Coordinate inward and outward movement of raw materials, packing materials, finished goods, consumables, equipment, and other plant-related items with the Stores, Logistics, and Security departments.
- Ensure that material movements are supported by appropriate documentation, approvals, delivery challans, invoices, returnable or non-returnable gate passes, and other applicable records.
- Verify that outward movement of company assets and materials is authorized by the concerned department or designated approving authority.
- Coordinate the return of company assets, tools, equipment, and other items issued through returnable gate passes.
- Maintain proper records of inward and outward goods and assist in resolving discrepancies in documentation or material movement.
- Ensure that security personnel follow company policies, emergency procedures, and established access-control requirements.
- Report unauthorized entry, suspicious activities, security breaches, or discrepancies to the appropriate authority.
- Coordinate with Stores and Logistics to facilitate timely vehicle movement and minimize unnecessary delays at the plant gate.
E. Post, Courier, and Communication Management
- Manage the regular receipt, dispatch, and distribution of incoming and outgoing post, letters, documents, and courier consignments.
- Maintain inward and outward courier registers, dispatch records, acknowledgments, tracking details, and delivery confirmations.
- Ensure that important documents and consignments are delivered to the concerned departments or authorized recipients on time.
- Coordinate with courier agencies, postal services, and other delivery partners for collection, dispatch, tracking, and resolution of delivery-related issues.
- Maintain confidentiality and security of official correspondence, sensitive documents, and company records.
- Ensure proper authorization and documentation for the dispatch of important business documents and official materials.
- Monitor courier expenses and ensure that services are utilized efficiently in accordance with company policies.
- Maintain supporting invoices, courier bills, and service records for verification and payment processing.
F. Facility Maintenance and Infrastructure Management
- Monitor the maintenance and upkeep of plant administrative facilities, office infrastructure, furniture, fixtures, plumbing, electrical fittings, doors, windows, and other administrative assets.
- Conduct routine inspections to identify maintenance requirements, breakdowns, damage, and safety-related deficiencies.
- Coordinate with the Engineering, Maintenance, IT, and other concerned departments for timely resolution of maintenance issues.
- Raise maintenance requests and follow up on work orders until the identified issues are resolved.
- Ensure that office furniture, workstations, meeting rooms, administrative equipment, and common facilities remain functional and well maintained.
- Coordinate minor civil repairs, plumbing repairs, furniture repairs, painting, and other general maintenance activities as required.
- Monitor the performance of maintenance contractors and service providers to ensure that assigned work is completed within agreed timelines and quality standards.
- Maintain records of maintenance requests, completed jobs, service reports, and relevant expenditure.
- Support preventive maintenance planning for administrative infrastructure and ensure that recurring issues are identified and addressed.
- Ensure that maintenance activities are carried out safely and that appropriate precautions are followed when work is performed in operational or controlled areas.
- Monitor the condition and utilization of administrative assets and report damaged, obsolete, or unserviceable items for appropriate action.
G. Administrative Documentation and Record Management
- Maintain administrative registers, records, files, logbooks, service contracts, invoices, purchase-related documents, and supporting documentation.
- Ensure that records are accurate, complete, legible, traceable, and readily available for internal reviews, audits, and inspections.
- Maintain documentation relating to housekeeping, sanitation, pest control, security, courier services, facility maintenance, contractor management, and administrative expenditure.
- Ensure that records are maintained in accordance with company document-control procedures, retention requirements, and applicable SOPs.
- Coordinate with Finance, Procurement, QA, and other departments for document verification, invoice processing, and record reconciliation.
- Ensure timely submission of administrative reports, service confirmations, invoices, and supporting documents to the concerned departments.
- Maintain records of vendor agreements, service-level commitments, contract validity, renewal dates, and related correspondence.
- Support the preparation and updating of administrative SOPs, work instructions, checklists, and monitoring formats.
- Ensure that confidential company information and official records are stored securely and accessed only by authorized personnel.
- Assist in retrieving required documentation during audits, inspections, investigations, and management reviews.
H. Vendor, Contractor, and Service Provider Management
- Coordinate with housekeeping agencies, pest control agencies, courier companies, maintenance contractors, security service providers, and other administrative vendors.
- Monitor contractor attendance, manpower availability, service quality, compliance with safety requirements, and completion of assigned activities.
- Ensure that external service providers comply with plant entry requirements, applicable SOPs, safety procedures, and site-specific instructions.
- Verify service completion reports, work orders, invoices, and other supporting documents before forwarding them for approval.
- Follow up with vendors regarding pending services, maintenance complaints, contractual obligations, and service deficiencies.
- Maintain vendor performance records and escalate recurring service issues to the Administration Manager or Plant Head.
- Support vendor evaluation, contract renewal, service comparison, and procurement-related activities as required.
I. Administrative Expense and Resource Management
- Monitor routine administrative expenditure and ensure that expenses remain within approved budgets and company policies.
- Track expenses related to housekeeping, sanitation, pest control, courier services, maintenance, office supplies, and other administrative services.
- Verify invoices against approved quotations, purchase orders, service contracts, work completion reports, and other supporting documents, as applicable.
- Identify opportunities to reduce unnecessary expenditure without compromising hygiene, safety, quality, or operational requirements.
- Ensure the efficient utilization of manpower, cleaning materials, office consumables, utilities, and other administrative resources.
- Maintain expense trackers and periodic reports to support budget monitoring and management reviews.
- Coordinate with Finance and Procurement to ensure timely processing of approved invoices and vendor payments.
- Promote cost-conscious practices, reduce wastage, and support continuous improvement in administrative operations.
J. GMP Compliance, Audits, and EHS Support
- Ensure that administrative and facility-related activities are performed in compliance with applicable GMP requirements, internal SOPs, and established quality standards.
- Maintain cleanliness, hygiene, sanitation, and facility conditions appropriate to the classification and intended use of each area.
- Support QA and other concerned departments during internal audits, external audits, customer inspections, and regulatory inspections.
- Ensure that relevant administrative records, logbooks, service reports, and supporting documents are available for audit verification.
- Address audit observations related to administration, housekeeping, sanitation, pest control, and facility maintenance in coordination with the concerned departments.
- Assist in the implementation and tracking of corrective and preventive actions (CAPA) arising from inspections and audit findings.
- Support EHS initiatives related to workplace safety, waste management, emergency preparedness, safe material handling, and environmental compliance.
- Ensure that housekeeping and contract personnel follow applicable personal protective equipment (PPE) requirements and safety instructions.
- Report unsafe conditions, facility defects, hygiene concerns, and potential hazards to the appropriate authority.
- Participate in safety inspections, emergency drills, awareness programs, and other EHS activities as assigned.
- Promote a culture of cleanliness, safety, accountability, and compliance throughout the plant.
4. Key Performance Indicators (KPIs)
The performance of the Plant Administration Executive/Officer may be assessed using the following indicators:
1. Housekeeping and sanitation: Compliance with approved cleaning schedules, inspection scores, and closure of identified deficiencies.
2. Pest control: Completion of scheduled treatments, accuracy of monitoring records, and timely closure of pest-related observations.
3. Documentation: Accuracy, completeness, traceability, and timely updating of administrative records and logbooks.
4. Facility maintenance: Timely resolution of maintenance requests and reduction in recurring facility-related issues.
5. Gate and material movement: Accuracy of entry and exit records and compliance with authorization and documentation requirements.
6. Vendor management: Timely completion of services and adherence to contractual commitments.
7. Cost control: Effective monitoring of administrative expenditure and achievement of approved cost-saving targets.
8. Audit compliance: Timely availability of records and closure of assigned audit observations within agreed timelines.
9. EHS compliance: Timely reporting of unsafe conditions and completion of assigned safety-related actions.
10. Internal customer satisfaction: Timely and effective support provided to various departments across the plant.
5. Qualifications and Experience
- Graduate degree in Business Administration, Commerce, Management, or a related discipline.
- A diploma or relevant qualification in Facility Management, Industrial Administration, or a related field may be preferred.
- Relevant experience in plant administration, facility management, housekeeping supervision, or general administration in a manufacturing or pharmaceutical environment.
- Knowledge of GMP requirements, housekeeping standards, sanitation practices, pest control procedures, and administrative documentation.
- Familiarity with gate entry systems, material movement documentation, vendor coordination, service contracts, and invoice processing.
- Basic knowledge of EHS requirements, workplace safety, waste management, and audit documentation.
- Proficiency in MS Office, email communication, spreadsheets, and administrative recordkeeping.
- Strong organizational, communication, coordination, problem-solving, and time-management skills.
6. Key Competencies
- Effective supervision and team coordination.
- Strong documentation and recordkeeping skills.
- Attention to detail and compliance-oriented working practices.
- Vendor and contractor management.
- Cost awareness and resource optimization.
- Effective communication and interdepartmental coordination.
- Proactive identification and resolution of administrative issues.
- Commitment to workplace cleanliness, hygiene, safety, and continuous improvement.