Farm Administrator

JOY POULTRY FARM
JOB DESCRIPTION – POULTRY FARM ADMINISTRATOR
Job Title: Poultry Farm Administrator
Department: Farm Operations & Administration
Reports To: Farm Owner / Management
Job Location: Joy Poultry Farm, Gosalpur, Jabalpur, Madhya Pradesh
Employment Type: Full-Time
1. Job Purpose
The Poultry Farm Administrator will be responsible for the day-to-day administration and smooth functioning of the poultry farm. The role includes managing labour, monitoring livestock health and performance, maintaining inventory, conducting physical stock verification, supervising farm activities, maintaining accurate records, and reporting daily operations to management.
The administrator must ensure proper discipline, efficient use of resources, accurate accounting of stock, and compliance with farm operating procedures.
2. Key Roles and Responsibilities
A. Labour Management & Workforce Administration
- Manage and supervise all farm workers, labourers, supervisors, and other support staff.
- Allocate daily duties and ensure work is completed on time.
- Maintain attendance, leave records, overtime records, and labour payment details.
- Handle labour-related issues, complaints, disputes, and disciplinary matters.
- Monitor worker productivity, punctuality, hygiene, and discipline.
- Coordinate recruitment and replacement of workers with management approval.
- Ensure workers follow farm biosecurity, safety, and hygiene rules.
B. Livestock Management
- Monitor the daily condition, health, feeding, watering, and welfare of poultry birds.
- Maintain accurate records of bird population, mortality, culling, transfers, and new arrivals.
- Monitor feed consumption, water consumption, egg production (for layer birds), and other performance indicators.
- Report unusual mortality, disease symptoms, reduced feed intake, or abnormal production immediately.
- Coordinate with the veterinarian and farm technical team for vaccination, medication, treatment, and disease prevention.
- Ensure proper cleaning, disinfection, litter management, and biosecurity practices.
- Verify that feed and water systems are functioning properly.
- Maintain shed-wise and flock-wise records.
C. Inventory & Store Management
- Maintain records of all incoming and outgoing materials, including poultry feed, medicines, vaccines, disinfectants, supplements, equipment, spare parts, and general supplies.
- Record every purchase, receipt, issue, return, and transfer of stock.
- Maintain minimum stock levels and inform management before essential items run out.
- Check the quantity, condition, expiry date, and quality of materials received.
- Store materials properly and follow the First Expiry, First Out (FEFO) principle for medicines and other expiry-sensitive items.
- Prevent wastage, unauthorized consumption, pilferage, and unnecessary purchases.
- Prepare material requisitions and purchase requirements for management approval.
D. Physical Stock Verification & Accounting
- Conduct regular physical counting of inventory and compare actual quantities with register or software balances.
- Verify physical stock of feed, medicines, vaccines, packaging materials, equipment, spare parts, and other farm supplies.
- Reconcile feed receipts, feed issues, consumption, and closing balance.
- Investigate and report any shortage, excess, damage, expiry, or unexplained stock difference.
- Maintain stock registers, goods receipt records, issue slips, transfer records, and stock adjustment reports.
- Conduct monthly physical stock audits and submit signed verification reports to management.
- Ensure no stock adjustment or write-off is made without proper authorization.
E. Feed Management
- Monitor daily feed requirements and consumption for each shed or flock.
- Maintain records of feed received, issued, consumed, and remaining.
- Compare actual feed consumption with expected consumption and report abnormal variations.
- Check feed storage conditions and prevent moisture damage, contamination, and wastage.
- Coordinate feed unloading, storage, and distribution to the sheds.
F. Egg Production & Dispatch Management (For Layer Farms)
- Monitor and record daily egg production shed-wise.
- Maintain records of eggs collected, graded, damaged, cracked, rejected, packed, and dispatched.
- Reconcile eggs produced with eggs collected, packed, sold, and remaining in stock.
- Supervise egg handling, cleanliness, packaging, and storage.
- Coordinate dispatches and ensure accurate quantity records and delivery documentation.
- Report unusual drops in egg production or increases in damaged eggs.
G. Farm Administration & Documentation
- Maintain daily farm registers, attendance records, stock registers, mortality registers, feed records, production reports, and maintenance logs.
- Keep purchase invoices, delivery challans, goods receipt notes, issue slips, and other supporting documents organized.
- Maintain shed-wise and department-wise records.
- Prepare daily, weekly, and monthly operational reports.
- Use Excel, Google Sheets, or farm management software to maintain accurate records.
- Ensure all records are updated on time and available for management inspection.
H. Purchase, Vendor & Expense Coordination
- Coordinate with feed suppliers, medicine vendors, equipment suppliers, transporters, and service providers.
- Verify quantities received against purchase orders and invoices.
- Report damaged, short-supplied, or incorrect materials.
- Maintain records of farm-related expenses and submit bills with supporting documents.
- Obtain management approval before purchases, payments, or commitments beyond delegated authority.
I. Equipment, Maintenance & Farm Infrastructure
- Monitor the condition of feeders, drinkers, ventilation systems, cooling pads, pumps, motors, generators, electrical systems, and other farm equipment.
- Report breakdowns and arrange maintenance through authorized personnel.
- Maintain preventive maintenance schedules and service records.
- Ensure proper use and care of farm assets, tools, machinery, and vehicles.
- Follow safety procedures and report hazards promptly.
J. Biosecurity, Hygiene & Compliance
- Ensure entry-control procedures, visitor records, protective clothing, footbaths, and disinfection practices are followed.
- Monitor farm cleanliness, pest control, waste disposal, and sanitation.
- Ensure medicines and vaccines are handled and stored according to veterinary instructions.
- Maintain required farm records and support inspections by management or authorized officials.
- Immediately report any suspected disease outbreak, biosecurity breach, or serious safety incident.
K. Reporting & Accountability
- Submit daily reports to the farm owner or management.
- Report mortality, feed consumption, egg production, labour attendance, stock balances, and major expenses.
- Report any suspected theft, stock manipulation, unauthorized purchases, or financial irregularity.
- Escalate emergencies, significant losses, disease concerns, and operational disruptions immediately.
- Ensure all records are truthful, complete, supported by documents, and submitted within deadlines.
3. Mandatory Daily Reporting
The administrator must prepare and submit a daily report containing:
1. Opening and closing bird population.
2. Daily mortality and culling.
3. Feed received, feed consumed, and closing feed stock.
4. Water consumption and any abnormal changes.
5. Daily egg production, rejection, damage, and dispatch (where applicable).
6. Labour attendance and work allocation.
7. Medicines, vaccines, and other materials used.
8. Major purchases, expenses, and pending payments.
9. Equipment breakdowns and maintenance issues.
10. Stock shortages, discrepancies, and corrective actions required.
4. Qualifications & Required Skills
- Minimum qualification: 12th pass; a diploma or degree in Poultry Science, Animal Husbandry, Agriculture, or Business Administration is preferred.
- Previous experience in poultry farm operations or farm administration is preferred.
- Good knowledge of labour supervision, stock management, and recordkeeping.
- Basic to good working knowledge of MS Excel, Google Sheets, or inventory software.
- Ability to count and verify physical stock accurately.
- Good communication, problem-solving, and team-management skills.
- Honest, disciplined, responsible, and comfortable working in a farm environment.
- Willingness to work according to farm requirements, including weekends and emergencies when required.
5. Performance Indicators (KPIs)
Performance will be evaluated on:
- Accuracy of physical stock and inventory records.
- Timeliness and accuracy of daily reports.
- Labour attendance, discipline, and productivity.
- Feed wastage and unexplained stock discrepancies.
- Timely reporting of mortality, disease symptoms, and production changes.
- Compliance with biosecurity and hygiene procedures.
- Proper documentation of purchases, expenses, and material usage.
- Maintenance of equipment and prevention of avoidable losses.
6. Authority & Accountability
The administrator is responsible for supervising routine farm operations within the authority assigned by management. Major purchases, staff hiring or termination, salary changes, stock write-offs, veterinary treatment decisions, and other significant financial or operational decisions require approval from the farm owner or authorized manager.
The administrator must not concea

Work arrangement
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