Back Office Executive

Job Description

Key Job Responsibilities: Data Entry & Record Management Accurately enter and update data in company records and systems Maintain organized and up-to-date documentation for orders, invoices, and deliveries Purchase Order & Invoice Handling Prepare and verify POs, quotations, and tax invoices Follow up with clients and vendors for PO confirmations and invoice clearance Email & Call Follow-Ups Regular follow-up for pending payments, dispatch updates, and document collection Draft and send professional emails and maintain communication logs MIS & Report Generation Generate daily, weekly, and monthly MIS reports (Invoice ageing, Delivery status, Work completion, etc.) Share internal and client-specific reports as required Logistics & Delivery Coordination Coordinate with courier partners and internal dispatch teams to track shipments Ensure timely sharing of challans, delivery reports, and installation updates Document Control & Filing Ensure all documents (POs, invoices, challans, completion reports) are properly scanned, filed, and archived Maintain both soft and hard copies in an organized manner Vendor & Client Support Assist in vendor registration documentation Support clients by providing required records, updates, or forms promptly Internal Coordination Work closely with sales, logistics, and accounts teams to ensure process efficiency Highlight discrepancies or issues in documentation or execution proactively Skills Required: Proficiency in MS Office (Excel, Word, Outlook) Good email drafting and communication skills Attention to detail and time management Ability to handle multi-tasking and meet deadlines