Back Office Executive

Key Responsibilities

1. Quotation Preparation

• Prepare detailed, accurate quotations based on customer inquiries and sales team requests.
• Review technical specifications, product lists, pricing, and delivery terms before drafting quotes.
• Ensure all quotes comply with company pricing policies and discount structures.
• Update and maintain quotation templates and price lists.

2. Coordination & Communication

• Collaborate with the sales team to clarify customer requirements.
• Coordinate with procurement, inventory, and technical departments for cost, availability, and specifications.
• Respond to internal quotation-related queries promptly.

3. Data & Documentation Management

• Maintain an organized database of quotations, pricing history, and customer records.
• Track quotation status and follow up with the sales team for conversion updates.
• Maintain confidentiality of pricing and client information.

4. Reporting & Analysis

• Generate regular reports on quotation volume, success rate, and customer trends.
• Assist the management team by providing pricing insights and market comparisons.
• Identify recurring quotation errors and suggest improvements.

5. Administrative Support

• Assist in preparing contracts, sales proposals, and supporting documents.
• Ensure compliance with internal procedures and documentation standards.
• Support other back-office tasks as required.

Required Skills & Qualifications

• 1-2 years of back office/Support experience
• Strong proficiency in MS Excel, MS Office, and ERP/CRM systems.
• Excellent numerical accuracy and attention to detail.
• Strong communication and organizational skills.
• Ability to multitask and work under tight timelines.
• Basic technical understanding of products/services (if applicable to industry).

Key Competencies

• Analytical thinking
• Time management
• Customer service mindset
• Problem-solving
• Team collaboration
• Confidentiality and integrity