Office Administrator & Coordinator

About Sunniva Heatpumps

Sunniva Heatpumps is a proudly Made in India company, committed to providing energy-efficient heating and cooling solutions across residential, commercial, and industrial sectors. Our advanced heat pump systems are designed to promote sustainability and reduce energy costs. We’re rapidly growing and seeking passionate professionals to be part of our mission to build a greener future.

Position Summary

We are looking for a detail-oriented and proactive Office Administrator with strong organizational skills and knowledge of MS Office, import-export documentation, and commercial processes such as sending Proforma Invoices (PI) and Purchase Orders (PO). This role is essential in ensuring smooth office operations and supporting our business and logistics teams.

Key Responsibilities

• Handle day-to-day office administration including calls, emails, scheduling, and documentation
• Prepare and send Proforma Invoices and Purchase Orders to clients and vendors
• Maintain and update records for incoming and outgoing shipments
• Coordinate with suppliers, freight forwarders, and customers for import/export documentation
• Prepare and manage GST-compliant invoices, delivery challans, and related documents
• Track shipments, maintain logs, and follow up on deliveries and clearances
• Maintain inventory of office and product stock as needed
• Use MS Office tools (Excel, Word, Outlook) to create reports and manage records
• Assist with HR, accounting, and logistics coordination tasks as required

Qualifications and Skills

• Graduate in Commerce, Business Administration, or related field
• Minimum 2 years of office administration experience
• Proficient in MS Office (Excel, Word, Outlook)
• Hands-on experience in preparing Proforma Invoices, Purchase Orders, and commercial correspondence
• Working knowledge of import/export procedures and documentation
• Basic understanding of GST and invoicing
• Strong communication, coordination, and record-keeping skills
• Ability to handle multiple tasks with accuracy and efficiency

Job Type: Full-time

Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits:

• Provident Fund

Work Location: In person