Factory Administrative Assistant

Job description:

Job Title:  Factory Administrative Assistant

Reporting To: Plant Manager

Work Location: Dubai, United Arab Emirates

Job Type: Full-time      

The qualities we look for

Lipton Teas and Infusions is made up of a special blend of individuals which make our teams exciting and diverse. To be part of our tea family, whether for a short period or over the long term, we are looking for individuals who think Green and are environmentally conscious, who understand the power of simplicity and who are accountable for their actions. We want those who infuse mastery and passion in everything they do to create great products and unforgettable experiences for our consumers.

Whats in it for you?

We believe that growth is for everyone, we believe in growing leaders and making space to grow an owner’s mentality and like nature we adapt, we change, and we grow. We believe in connections over hierarchies and (work) levels. We have a corporate start-up approach; we act with speed and agility, and we have the strength and scale of a large corporation. We are building a better world of wellbeing and a better you.

Whats in it for you?

We believe that growth is for everyone; we believe in growing leaders who have an owner’s mentality. We believe in connections over hierarchies. We have a corporate start-up approach; we act with speed and agility to tackle knotty business challenges.

We aim to build the future ready, value driven, transparent and real time supply chain ecosystem through disruptive digital transformation. We are seeking a team member with the passion to lead the pace of change, experience to create digital solutions and entrepreneurship to deliver business results.

Main purpose:

The incumbent will ensure the efficient operations of the office and factory environments by overseeing workplace setups, managing uniforms and PPEs, and coordinating daily logistics such as transportation and meetings. They will maintain contract records, handle procurement and payments, and support employee onboarding and off boarding. Additionally, they will provide administrative support across departments, processing timesheets, expenses, and event logistics.

Key Responsibilities:

General Management:

Office & Factory Operations

• Oversee workplace setups and ensure all necessary supplies are available such as office stationeries, documentation, business cards, lockers, uniforms, and PPEs.
• Manage meeting room setups, food arrangements, room bookings, and calendar invitations for the department and ensure all meeting spaces are equipped and ready for use.
• Responsible for the end-to-end management and governance of company accommodation, ensuring compliance with company policy and standards.
• Address maintenance-related issues to ensure a well-maintained workplace and maintain a clean and tidy workplace environment for both office and factory areas.
• Manage the supply and maintenance of uniforms, ensuring they meet company policy specifications for comfort and safety and arrange PPEs for visitors during factory tours.
• Oversee daily laundry services, ensuring suppliers adhere to standards and maintain uniform quality.

Contract Management

• Maintain contract records and oversee the renewal process for all factory-related contracts.
• Handle contracting tasks, including price negotiations, terms and agreement alignment, and documentation.
• Oversee the onboarding process for contractors, including training, assessments, and the supply of correct PPEs.
• Arrange monthly purchase orders and ensure on-time payments for contractor services.

Procurement & Payment Management:

• Create and manage Purchase Orders (PO) for various departments (Workplace Services, General Management, Safety, Quality, Manufacturing, Project, HR, Technical).
• Create Goods Receipt Notes (GRN), 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.

Transportation Management:

Vehicle & Driver Management:

• Source suppliers, negotiate terms, and secure the best rates for vehicle procurement and facilitate contract/agreement signing and proper documentation.
• Ensure timely servicing, checks, and maintenance of vehicles by vendors and drivers.
• Ensure all vehicles meet safety requirements and are equipped with GPS trackers and manage the GPS portal for reporting and documentation.
• Arrange daily transportation for employees, including blue-collar 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 Training as required.

Administrative Support:

• Manage the entire onboarding process, including logistics, induction with different stakeholders, provision of uniforms, assignment of lockers, and accommodation arrangements.
• Ensure the completion of the off-boarding process, including the return of all company assets and necessary documentation.
• Manage and maintain data for monthly timesheets, overtime (OT), and bonuses for the BC team.
• Provide logistical support to the team for engagement events, booking flights, managing bookings, coordination with vendors etc.
• Lead the execution of the factory events, planned townhalls and monthly communications sessions.

Skills and Experience:

• At least 4+ years relevant experience in administrative or support role.
• Proven experience as an Executive Assistant, Administrative Assistant, or in a 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
• Proven ability to handle multiple tasks simultaneously and meet tight deadlines.
• Proficiency in English is a must.
• Excellent organizational skills and attention to detail.
• Strong interpersonal skills
• Agile in thinking and acting.
• Creative problem solver
• Food Safety knowledge

What we can offer you

We believe that growth is for everyone, we believe in growing leaders and making space to grow an owner’s mentality and like nature we adapt, we change, and we grow. We believe in connections over hierarchies and (work) levels. We have a corporate start-up approach; we act with speed and agility, and we have the strength and scale of a large corporation. We are building a better world of wellbeing and a better you.