Director of Administration (Chicago)
Position Summary The Plant Administration Director is responsible for leading the overall administrative operations and site services for a manufacturing facility of approximately 500 employees. This role ensures the safe, efficient, professional, and cost-effective operation of the site by overseeing general administration, employee services, security, transportation, catering, facility support, vendor management, workplace services, executive/VIP visits, and major site events. The ideal candidate is a hands-on site leader with strong experience supporting large-scale manufacturing operations and building effective administrative systems in a fast-paced environment. Key Responsibilities 1. Plant Administration & Site Operations Lead the overall day-to-day administrative operations and site services for a manufacturing facility of approximately 500 employees. Develop, implement, and continuously improve administrative policies, procedures, service standards, and operating processes. Ensure administrative services effectively support production schedules, shift operations, and overall plant requirements. Identify operational issues and drive timely resolution in coordination with relevant departments. Develop annual administration plans, budgets, and cost-control initiatives. 2. Employee & Workplace Services Oversee employee services including catering, transportation/shuttle services, accommodation support, uniforms, office supplies, meeting rooms, mail/courier services, and other workplace services. Ensure administrative resources are appropriately adjusted based on workforce growth, production schedules, and shift requirements. Establish service standards and employee feedback mechanisms to continuously improve the employee experience. 3. Site & Facility Support Oversee administrative management of office areas, common areas, and plant support facilities. Manage janitorial services, landscaping, snow removal, waste services, pest control, and other general site services. Partner closely with Facilities, Engineering, EHS, Production, and Maintenance teams to ensure site issues are resolved efficiently. Maintain a professional, organized, and operationally ready workplace environment. 4. Security & Site Access Oversee plant security operations, including security vendors, access control, visitor management, vehicle access, site patrols, and restricted-area management. Establish and maintain effective visitor and contractor management procedures. Coordinate with EHS and plant leadership on emergency response and business continuity activities related to site administration. 5. Vendor & Contract Management Manage administrative vendors and service providers, including catering, transportation, security, janitorial, accommodation, and workplace service providers. Establish and monitor vendor KPIs and SLAs related to quality, cost, compliance, responsiveness, and service performance. Conduct regular vendor performance reviews and drive corrective actions when required. Identify opportunities for cost reduction, contract optimization, and service improvement. 6. Executive Visits & Major Events Lead administrative coordination for executive visits, customer visits, government delegations, business partners, and other VIP guests. Plan and support major plant meetings, employee events, celebrations, community events, and corporate activities. Establish professional and standardized protocols for VIP reception and plant tours. 7. Cross-Functional Coordination Partner closely with HR, EHS, Production, Engineering, Finance, Procurement, IT, and other functions to support plant operations. Lead cross-functional resolution of administrative and site service issues. Support relationships with local service providers, community organizations, government agencies, and other external stakeholders as needed. 8. Team Leadership Lead and develop the plant administration team, including organization design, staffing, performance management, and capability development. Establish clear team responsibilities, KPIs, service standards, and accountability mechanisms. Build a professional, responsive, service-oriented administration organization capable of supporting continued plant growth. Qualifications Bachelor's degree in Business Administration, Management, Operations, Hospitality Management, or a related field preferred. 10 years of progressive administration, site operations, or general affairs experience , preferably within a manufacturing environment. 5 years of people management experience , with demonstrated ability to lead multidisciplinary administrative teams. Experience supporting a 300–1,000 employee manufacturing facility strongly preferred. Strong knowledge of plant administration, employee services, security, transportation, catering, workplace services, and vendor management. Demonstrated experience in budget management, cost control, contract negotiation, and vendor performance management. Strong organizational, problem-solving, and cross-functional leadership skills. Ability to manage multiple priorities and respond effectively to urgent site operational issues. Strong executive presence and communication skills, with the ability to interact effectively with senior leadership, employees, vendors, customers, and external stakeholders. Experience in battery, EV, automotive, semiconductor, energy, or other advanced manufacturing industries preferred. Experience working in a multicultural and international organization is highly desirable.
