We are recruiting on behalf of a well-established HVAC engineering contractor based overseas. The company operates across a large portfolio of commercial and industrial projects and is looking to expand its back-office operations with a dedicated team based in Hyderabad. We are seeking an experienced and proactive Office Administrator with a sound understanding of the HVAC and mechanical engineering sector. This is a full time, office-based position — five days per week, Monday to Friday.

Role overview

The successful candidate will provide comprehensive administrative support to the client's operations, estimating, and project management teams. Working closely with the Estimator and project managers, the role involves maintaining accurate records across CRM and project management platforms, supporting the quotation process, and ensuring that asset and service documentation is kept up to date. Strong written English and the ability to work independently are essential.

Key responsibilities

- Update and maintain engineer timesheets accurately within the company's CRM software on a regular basis
- Assist the Estimator in organising and collating quotes received from merchants and subcontractors, ensuring these are filed and tracked systematically
- Support the preparation of quotations and tender documentation under the direction of the Estimator and senior staff
- Maintain asset management records including calibration logs, equipment certification, and inspection schedules
- Manage and update service records, planned maintenance schedules, and gas safety certification logs
- Process purchase orders, delivery notes,



and supplier invoices using accounting software
- Handle incoming enquiries by phone and email, routing appropriately and responding professionally
- Support Health & Safety administration including RAMS documentation, site induction records, and toolbox talk logs
- Maintain accurate and up-to-date records across project management and CRM platforms
- Manage day-to-day office administration, correspondence, and filing systems

Essential skills & experience

- Minimum 2 years' experience in an administrative role within the HVAC, mechanical engineering, construction, or facilities management sector
- Familiarity with HVAC terminology, equipment types, and project workflows
- Experience working with CRM or project management software; confident in data entry and record keeping
- Excellent written and verbal communication skills in English — essential, as all client communication is conducted in English
- Proficient in Microsoft Office Suite (Word, Excel, Outlook); experience with cloud-based accounting software is advantageous
- Ability to manage multiple tasks simultaneously with strong attention to detail
- Organised, self-motivated, and able to work independently with minimal supervision
- Experience handling tender or quotation documentation within a construction or engineering environment is desirable
- Comfortable working across time zones and coordinating with an overseas team
- Degree in Mechanical / Civil / Electrical engineering is desirable

Pay: ₹15,000.00 - ₹35,000.00 per month

Work Location: Hybrid remote in Jeedimetla, Hyderabad, Telangana

📌 Estimating Administrator (India)
🏢 Spartans Engineers and Minerals
📍 India