Administration Specialist

Mission Statement

Facility & Shift Enablement: Ensure seamless 24x7 facility and administration support, aligned to shift-based manufacturing operations. Transport & Workforce Access: Provide safe, reliable, and timely transport solutions, especially for shift employees including women workforce. Employee Experience: Deliver high-quality workplace services (canteen, hygiene, security, amenities) to support productivity and well-being.

Compliance & Governance: Ensure full adherence to statutory requirements, safety norms, and internal governance standards.

How you'll make an impact

• Manage end-to-end factory administration operations including housekeeping, security, canteen, transport, and infrastructure, aligned to multi-shift manufacturing (including night shifts).
• Own and ensure shift-wise transport management,
• Route planning and optimization based on shift timings, Safe and punctual pick-up/drop services
• Special focus on late evening/night shift transport for women employees as per statutory and company guidelines
• Ensure transport safety compliance, including GPS tracking, driver verification, adherence to speed/safety norms, and emergency escalation protocols.
• Oversee canteen operations across shifts, ensuring:
• Availability of meals/snacks aligned to shift timings
• Hygiene, FSSAI compliance, and quality standards
• Nutritional adequacy for shopfloor workforce
• Ensure 24x7 housekeeping and facility readiness, particularly for high-usage shopfloor and common areas during shift transitions.
• Manage and govern security operations, including access control, gate management, shift movement tracking, and visitor management.
• Drive compliance with statutory requirements:
• Contract Labour (Regulation & Abolition) Act
• Karnataka Shops & Establishment / Factory Act provisions (where applicable for welfare & transport)
• Canteen, transport, and labour license requirements
• Lead strong vendor governance, including:
• Transport, canteen, and facility vendors
• SLA definition, performance reviews, and cost optimization
• Ensuring manpower discipline and compliance from contractor workforce
• Ensure readiness for internal/external audits, maintaining all records related to transport, canteen, contract labour, and admin compliance.
• Partner with HR and EHS to support:
• Drive cost control and budgeting for admin services, focusing on efficiency in transport utilization and vendor spend.
• Lead continuous improvement initiatives
• Supervise admin team and contractor workforce, ensuring shift coverage and service continuity
• Drive performance management and accountability for admin staff and vendors
• Build a service-oriented and responsive culture, especially for shift workforce requirements
• Ensure discipline, compliance, and safety adherence across all admin-managed services.
• Responsible to ensure compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy’s core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business

Your Background

• Bachelor’s degree (Administration / Commerce / Engineering preferred)
• 5–8 years of experience in factory administration / facility management in a shift-based manufacturing environment
• Hands-on experience in transport management for shift operations (mandatory for Mysore context)
• Strong knowledge of contract labour compliance, vendor management, and statutory requirements
• Good stakeholder management and problem-solving skills
• Proficiency in SAP / MS Office tools
• Proficiency in both spoken & written English language is required.