Administration Manager – Greenfield Manufacturing Campus

About the Role

Celestix Industries is developing a large-scale industrial manufacturing campus in Falna, Rajasthan, with multiple factories planned across different manufacturing operations.

We are looking for a hands-on, resourceful and experienced Administration Manager / Plant Administration Manager who can establish and manage the entire campus administration function from the ground up.

This is not a conventional office administration role.

During the initial phase, the candidate will be responsible for setting up essential factory and campus services, identifying and developing local vendors, coordinating infrastructure readiness, establishing housekeeping and security operations, arranging employee facilities, and ensuring the campus is operationally ready as factories are commissioned.

As the campus expands, the role will develop into managing centralized plant administration, manufacturing facilities management, security, housekeeping, employee transport, accommodation, canteen services, maintenance coordination and administrative vendor management across multiple factories.

We need someone who can work independently, negotiate with contractors, resolve practical problems, manage costs and follow up until work is completed.

The right candidate should be able to build the administration function from zero and then operate it efficiently.

Key Responsibilities

1. Greenfield Factory & Campus Administration Setup

• Establish the administration function for the new manufacturing campus.
• Develop an administrative setup plan aligned with factory construction and commissioning schedules.
• Identify essential services required before factories become operational.
• Coordinate the readiness of offices, common areas, utilities and employee facilities.
• Establish administrative processes, standard operating procedures and reporting systems.
• Develop local vendor and contractor networks.
• Coordinate administrative procurement, furniture, equipment and facility-related supplies.
• Establish systems for maintenance requests, vendor jobs and issue tracking.
• Coordinate with the Project and Engineering teams to ensure completed facilities are handed over in operational condition.
• Implement scalable administrative systems as additional factories become operational.

The focus is on creating a practical, cost-efficient and reliable administration structure that can support several manufacturing units.

2. Multi-Factory Plant Administration

• Manage common administrative services across the manufacturing campus.
• Coordinate with individual Factory Heads regarding facility requirements and administrative concerns.
• Establish consistent housekeeping, security, visitor management and administrative procedures.
• Monitor factory-specific and common campus service requirements.
• Coordinate shared facilities and service providers.
• Track administrative problems through closure.
• Ensure each manufacturing unit receives timely administrative support.
• Identify opportunities to share vendors, equipment and services to reduce costs.

The objective is to manage campus-wide administration centrally while ensuring individual factories receive dependable service.

3. Facility Management & Infrastructure Coordination

Coordinate the upkeep and operational readiness of factory buildings, offices and common campus infrastructure.

Responsibilities include:

• Electrical and lighting maintenance coordination
• Plumbing and water supply
• Civil repairs
• Roads and internal pathways
• Building maintenance
• Roofing, doors and shutters
• Drainage and stormwater infrastructure
• Office facilities
• Washrooms and changing areas
• Parking and common areas
• Landscaping and green areas
• General campus upkeep

Work with internal Maintenance teams, Engineering and external service providers to ensure repairs and preventive maintenance are completed.

The Administration Manager will coordinate facility services rather than personally perform specialized technical repairs.

4. Vendor Development & Contractor Management

Develop a dependable network of local and regional vendors.

This includes:

• Security agencies
• Housekeeping contractors
• Facility management companies
• Electricians and plumbers
• Civil maintenance contractors
• Transport providers
• Canteen and catering contractors
• Accommodation service providers
• Pest-control vendors
• Waste management agencies
• Landscaping contractors
• Equipment rental providers
• General maintenance vendors

Responsibilities include:

• Identify and evaluate suppliers.
• Obtain quotations and compare commercial terms.
• Negotiate prices and service agreements within approved authority.
• Develop alternate vendors for essential services.
• Coordinate contractor onboarding and site access.
• Monitor service quality and response times.
• Verify satisfactory work completion.
• Coordinate invoice verification and approvals.
• Track vendor performance and administrative costs.

Strong vendor management, vendor development, contractor management and cost negotiation skills are essential.

5. Security Management & Gate Administration

Establish and coordinate security operations across the manufacturing campus.

• Identify and coordinate security agencies.
• Establish security manpower requirements and deployment schedules.
• Coordinate gate security and visitor-management procedures.
• Implement visitor, employee and contractor access processes.
• Coordinate vehicle entry and exit management.
• Establish material gate-pass procedures with Stores and Dispatch.
• Coordinate CCTV monitoring and access-control systems.
• Monitor night-shift security arrangements.
• Establish incident reporting and escalation procedures.
• Coordinate security coverage for common facilities, roads, parking and employee accommodation where applicable.

Ensure security procedures remain consistent across different manufacturing units.

6. Housekeeping & Campus Maintenance

• Establish housekeeping services for factories, offices and common facilities.
• Identify housekeeping manpower and equipment requirements.
• Develop cleaning schedules and inspection checklists.
• Monitor factory premises, washrooms, common areas, roads and parking.
• Coordinate pest-control services.
• Monitor housekeeping material consumption.
• Ensure the campus remains clean, organized and presentable.
• Coordinate landscaping and maintenance of green areas.
• Monitor contractor performance and service quality.

7. Employee Accommodation & Residential Facilities

The campus is expected to include employee accommodation and related facilities.

The Administration Manager will coordinate the operational setup and ongoing management of these facilities.

Responsibilities include:

• Coordinate accommodation readiness with the Project team.
• Establish residential facility management procedures.
• Arrange housekeeping, security, drinking water and common services.
• Coordinate repairs and maintenance of accommodation facilities.
• Manage accommodation-related service vendors.
• Maintain facility occupancy and allocation records in coordination with HR.
• Establish complaint reporting and issue-resolution processes.
• Coordinate residential waste collection and sanitation.
• Monitor facility expenses and service standards.

HR will remain responsible for employee eligibility, employee records and employment-related decisions. Administration will manage the physical facilities and related services.

8. Canteen, Drinking Water & Employee Facilities

• Coordinate canteen setup and service-provider selection.
• Establish food service arrangements based on factory shift requirements.
• Monitor food quality, hygiene and vendor performance.
• Coordinate drinking water availability.
• Ensure washrooms, changing rooms, lockers and rest areas remain functional.
• Monitor cleanliness and maintenance of employee amenities.
• Coordinate with HR regarding employee feedback and facility requirements.
• Track canteen and employee-facility expenses.

9. Employee Transport & Vehicle Coordination

• Identify employee transport requirements in coordination with HR.
• Develop relationships with local bus and transport operators.
• Coordinate transport routes, schedules and vendor agreements.
• Monitor transport availability and service quality.
• Coordinate factory vehicles, drivers and vehicle maintenance.
• Maintain vehicle documentation and service records.
• Track transport expenses.
• Resolve transport-related operational problems.

10. Utilities & Preventive Maintenance Coordination

Coordinate with the Engineering and Maintenance teams to maintain visibility of campus utilities and essential services.

Areas include:

• Electricity distribution
• Water supply
• Backup generators
• Lighting
• HVAC
• Compressed air
• Fire-safety systems
• Internet and communication infrastructure
• Drainage and wastewater infrastructure

Responsibilities include:

• Track utility-related complaints.
• Coordinate repairs with responsible departments.
• Monitor service contracts and AMC renewals.
• Maintain preventive maintenance follow-up schedules for administrative facilities.
• Escalate critical service interruptions.
• Track completion of corrective actions.

Specialized operation and technical maintenance of production equipment, electrical substations and industrial utilities will remain with the designated Engineering and Maintenance teams.

11. Common Logistics & Campus Infrastructure Coordination

As multiple factories operate within one campus, common infrastructure must be managed efficiently.

Responsibilities include:

• Coordinate common vehicle movement and parking arrangements.
• Support administration of truck parking and waiting areas.
• Coordinate internal road access and traffic arrangements.
• Work with Security, Stores and Dispatch on common gate processes.
• Maintain common loading-area surroundings and access facilities.
• Coordinate upkeep of shared campus infrastructure.
• Identify congestion, access or safety concerns and escalate them to the responsible departments.

Factory-specific dispatch planning, inventory control and material logistics will remain with the respective Stores, Logistics and Production teams.

12. Administrative Procurement & Cost Control

• Coordinate purchase of office supplies, furniture, housekeeping materials and facility consumables.
• Maintain visibility of administrative expenses.
• Compare vendor quotations and identify cost savings.
• Monitor service contracts and recurring expenses.
• Reduce unnecessary spending and duplicate services across factories.
• Coordinate purchases through approved company procedures.
• Maintain administrative assets and equipment records.
• Prepare administrative cost reports.

The candidate should actively pursue cost optimization while maintaining service reliability and quality.

13. Waste Management & Campus Upkeep

• Coordinate general waste collection and disposal.
• Manage housekeeping-related waste services.
• Coordinate with relevant factory teams for segregation and disposal arrangements.
• Ensure common collection areas remain clean and organized.
• Maintain documentation for assigned waste-disposal vendors.
• Coordinate with EHS and factory management on applicable disposal requirements.

Technical classification, handling authorization and statutory compliance for hazardous industrial waste will remain with the designated EHS and responsible operational teams.

14. Contractor Work, Facility Projects & Commissioning Support

• Coordinate administrative contractors working inside the campus.
• Track assigned installation and maintenance activities.
• Follow up on vendor schedules and pending work.
• Coordinate access, work permits and site readiness with relevant departments.
• Monitor service installation and contractor completion.
• Identify incomplete or defective facility work.
• Coordinate rectification of snag items.
• Support the handover of completed administrative and common facilities.
• Maintain vendor and facility documentation.

This responsibility involves operational coordination and follow-up, not technical ownership of factory construction or engineering project management.

15. Administrative MIS & Reporting

Prepare regular reports covering:

• Pending maintenance and facility issues
• Vendor performance
• Security deployment
• Housekeeping performance
• Canteen operations
• Employee transport
• Accommodation facilities
• Administrative expenses
• AMC and service contract renewals
• Common facility complaints
• Pending contractor work
• Facility readiness during commissioning

Maintain reports using Excel, ERP or other internal systems.

16. Daily Campus Rounds & Issue Resolution

Conduct structured rounds of factories and common campus areas.

Monitor:

• Factory premises
• Office facilities
• Security gates
• Internal roads
• Parking
• Canteen
• Washrooms
• Accommodation
• Utility areas
• Common facilities
• Landscaping
• Housekeeping standards

Record identified problems, assign responsibility, follow up and verify satisfactory closure.

The Administration Manager should solve routine operational problems without repeatedly depending on senior management.

Required Experience

• Approximately 7–12 years of factory administration, plant administration or industrial facilities management experience.
• Experience managing administrative operations in manufacturing environments.
• Strong hands-on vendor and contractor management experience.
• Practical knowledge of security, housekeeping, transport, canteen and facility operations.
• Experience handling maintenance coordination and infrastructure-related administrative issues.
• Experience managing multiple vendors and service contracts.
• Prior experience in greenfield manufacturing plant setup, large industrial campuses or multi-factory operations is strongly preferred.

Preferred Industry Background

Candidates from the following environments may be suitable:

• Large manufacturing plants
• Automotive components
• Engineering manufacturing
• Electrical manufacturing
• Industrial parks
• Multi-unit manufacturing campuses
• Large industrial facilities

Qualifications

Graduate, Diploma, B.E., B.Tech or MBA in:

• Business Administration
• Facility Management
• Operations
• Engineering
• Commerce
• Related disciplines

Strong practical factory administration and execution experience is more important than the exact degree.

Key Skills

• Factory Administration
• Plant Administration
• Greenfield Plant Setup
• Facilities Management
• Vendor Management
• Contractor Management
• Security Management
• Housekeeping Management
• Maintenance Coordination
• Canteen Management
• Employee Transport
• Staff Accommodation
• Cost Control
• Administrative MIS

Ideal Candidate

We are looking for someone who takes ownership of problems and follows them through until they are resolved.

The ideal candidate should be able to join while the campus is being developed and independently:

• Identify which administrative facilities and services must be operational before the first factory starts.
• Develop local vendor networks and negotiate competitive service contracts.
• Establish reliable security and housekeeping arrangements.
• Coordinate employee accommodation, transport and canteen facilities.
• Monitor facility readiness across multiple factories.
• Set up practical reporting and service-management systems.
• Resolve everyday operational problems quickly.
• Develop shared services that support expansion without unnecessarily increasing administrative costs.

We prefer candidates who have worked directly inside manufacturing facilities and understand practical factory operations.

This is not a position for someone whose experience is limited to office administration, travel booking, reception or routine paperwork.

What Success Looks Like

A successful Administration Manager will ensure:

• New factories receive necessary administrative services before commissioning.
• Security and housekeeping operations are reliable.
• Employee accommodation and common facilities remain functional.
• Vendor response times are satisfactory.
• Maintenance issues are followed through and resolved.
• Administrative costs remain controlled.
• Common infrastructure supports multiple factories effectively.
• Facility issues are identified before they disrupt operations.
• Administrative systems scale as the campus expands.

The objective is to establish a reliable, cost-effective and professionally managed industrial campus that supports manufacturing operations from the first factory onward.