Administrative Officer – Documentation & Compliance

Job Purpose:

To ensure efficient administrative support with a key focus on maintaining accurate documentation, ensuring timely renewal of licenses, and maintaining compliance with regulatory standards. The role also involves coordination during audits and inspections, and maintaining systematic records for easy retrieval.

Key Responsibilities:1. Documentation Management

• Maintain, organize, and update all company documents including production records, material movement logs, MSDS (Material Safety Data Sheets), and SOPs.
• Implement and manage document control systems in compliance with company policies and regulatory guidelines.
• Ensure proper labeling, indexing, and safe storage of all critical documents (physical & digital).
• Archive older files as per retention policies and facilitate disposal after approval.

2. License & Regulatory Compliance

• Maintain a schedule/calendar for all licenses and statutory certificates (e.g., manufacturing license, pollution control board clearance, factory license, pesticide registration certificates).
• Prepare and submit applications for renewal or new licenses in coordination with relevant authorities (CIBRC, State Agriculture Departments, etc.).
• Maintain updated copies of licenses and display them as required.

3. Audit & Inspection Readiness

• Prepare and maintain files required for internal and external audits including ISO, regulatory, and compliance audits.
• Assist during inspections by government officials, regulatory bodies, or certification agencies.
• Ensure that corrective actions from previous audits are documented and followed up.

4. Coordination & Reporting

• Liaise with regulatory consultants, government offices, and legal advisors for compliance-related matters.
• Generate and submit periodic compliance and administrative reports to management.
• Track any changes in regulations or industry standards and communicate them to relevant departments.

5. General Administrative Duties

• Maintain office supplies and stationeries required for documentation purposes.
• Support departments with administrative forms, file requisitions, and inter-departmental communication.
• Assist HR in maintaining employee records related to safety training, compliance training, etc.

Qualifications:

• Bachelor’s degree in Business Administration / Commerce / Science / Agriculture or related field.
• 3–5 years of experience in an administrative or documentation role, preferably in chemical or agrochemical industry.
• Familiarity with documentation standards as per ISO, CIBRC (Central Insecticides Board & Registration Committee), and other relevant authorities.

Job Type: Full-time

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Provident Fund

Schedule:

• Day shift

Supplemental Pay:

• Yearly bonus

Shift availability:

• Day Shift (Preferred)

Work Location: In person