Executive Administrative Assistant

I'm hiring a junior Administrative Assistant (engineering background) to work directly with me at SD Industries — fully remote from India, 5:30 PM – 2:30 AM IST.

The real offer: you'll sit inside every part of a US metal fabrication project — estimating, procurement across the US/India/China, GC coordination, permitting, collections — and grow into whichever one you take to. Admin is where it starts, not where it ends.

I need someone with low ping: quick replies, quick thinking, so ideas can bounce back and forth without waiting. B.E./B.Tech in Mechanical, Civil, or Electrical, 1–3 years (internships count), fluent English.

Company: SD Industries

Reports to: Project Manager (one-on-one support role)

Location: Completely remote – work from anywhere in India; no office attendance required

Schedule: Monday–Friday, 5:30 PM – 2:30 AM IST (9-hour shift, 30-minute break) – aligned to US Eastern business hours

Experience: 1–3 years (recent engineering graduates with internships welcome)

Employment type: Full-time

About SD Industries

SD Industries is a US-based, AISC-certified metal fabricator with a 40,000 SF facility in Conroe, Texas and a corporate office in New Jersey. We fabricate and install architectural metals, ADA handrails, guardrails, staircases, platforms, and architectural signage for clients across the United States, including Amtrak stations and public housing authorities in New York. Our supply chain spans the US, India, and China.

The Role

You will work one-on-one with a Project Manager who runs US projects end to end – estimating, procurement, permitting, production, installation, invoicing, and collections – and who leads project coordinators, a production manager, and vendors across three countries.

The job starts as an administrative and communication role: keeping the PM's inbox, calendar, and trackers in order; relaying the PM's instructions to the team and bringing their updates back as short, clear summaries; drafting emails to US clients and vendors; and shortlisting resumes for open roles. But it is designed as a learning role. You will sit inside every part of a US construction project and be given real work in each area as you show you can handle it.

This is a fit for a technically inclined engineer early in their career who wants to learn how US fabrication and construction projects actually run, and who is willing to start with the unglamorous parts to get there.

Where This Role Can Go

Within 12–24 months, depending on aptitude and interest, you can grow into one of the areas the PM currently covers:

• Estimating – quantity takeoffs, bills of material, vendor pricing, bid preparation

• Procurement & supply chain – sourcing and negotiating with vendors in the US, India, and China; logistics, customs, and equipment purchasing

• Project coordination – submittals, RFIs, change orders, schedules, and installation coordination with US general contractors

• Permitting & compliance – certificates of occupancy, code compliance, AISC and quality documentation

• Business operations – invoicing, collections, contracts, and hiring

You will be exposed to all of these from day one. Where you specialise is up to you and how quickly you pick things up.

What You'll Do

Communication

• Relay the PM's instructions and priorities to project coordinators, the production manager, and shop staff clearly and completely

• Collect status, questions, and blockers from the team and distill them into a short daily brief for the PM

• Join team and client calls; take minutes, capture action items with owners and dates, and follow up until they are closed

• Summarise long email threads and documents into a few lines with the open question or recommendation

• Draft emails on the PM's behalf to US general contractors, clients, agencies, and vendors – for review before sending at first, independently as you earn trust

Organisation

• Manage the PM's inbox: triage, flag what needs a reply today, draft responses, and keep it clean

• Manage the calendar across IST, Central, and Eastern time zones

• Maintain project trackers, follow-up lists, and document folders (drawings, submittals, MTRs, certifications, POs, insurance certificates)

Project support (learning by doing)

• Chase vendor quotes, order status, and shipping across US, India, and China suppliers

• Build comparison tables, bill-of-material lists, and simple takeoff spreadsheets

• Assemble submittal and RFI packages; track responses

• Send invoice reminders and keep the receivables log current

• Help with permit and certification paperwork

Recruiting support

• Shortlist resumes from the PM's job posts against the stated criteria and present a ranked list with notes; schedule interviews

Required Qualifications

• B.E. / B.Tech in Mechanical, Civil, or Electrical Engineering (or closely related)

• 1–3 years of work experience – internships, site or office engineering, coordination, or admin roles all count

• Fluent written and spoken English – able to write clear, professional emails and hold a call with US clients

• Quick and responsive: replies within minutes during the shift, closes loops without reminders

• Organised and detail-oriented; comfortable with MS Excel, Outlook/Gmail, and shared drives

• Curious and willing to learn – you will be handed unfamiliar tasks regularly and expected to figure them out

• Able to work 5:30 PM – 2:30 AM IST, Monday to Friday, fully remote

• Own working laptop or desktop, stable high-speed internet with a backup connection, and power backup (inverter/UPS) – all three are required

Nice to Have

• Any exposure to construction, fabrication, or manufacturing projects

• Basic AutoCAD or drawing-reading ability

• TOEFL or IELTS score

• Experience dealing with vendors or suppliers

Compensation & Benefits

Competitive compensation and leave policy disclosed post selection.