Executive - Back Office Operations

Job Title:

Role Summary

We are looking for a reliable and detail-oriented Back Office Executive to support our teams with documentation, communication and ERP operations. The ideal candidate will be responsible for end-to-end sales documentation, order processing via ERP (Zoho), supplier documentation, and customer communication. This role demands excellent follow-up skills, a strong grasp of purchase and sales documentation, and a proactive approach to cross-functional coordination.

Primary Responsibilities

I. Procurement & Vendor Coordination

• Create and manage Purchase Orders (POs) for raw materials and finished goods in ERP
• Ensure internal approvals are secured prior to PO release
• Issue POs to suppliers and follow up on getting their acknowledgments
• Record Goods Receipt Notes (GRNs) in ERP and verify against orders placed
• Maintain accurate vendor records, delivery logs, and PO history
• Coordinate with manufacturers to track production timelines
• Liaise with Accounts for timely vendor payments including advance handling
• Coordinate with insurance providers where necessary

II. Customer Orders & Documentation

• Draft and share cost-approved Estimates, Quotations, and Proforma Invoices
• Generate Sales Orders in ERP upon receipt of confirmed customer POs
• Maintain documentation for all customer orders and ensure system updates
• Coordinate with internal teams to provide regular updates on order status to customers
• Ensure all customer-facing documentation is accurately filed and up-to-date

III. Customer Relationship Management (CRM)

• Act as the single point of contact for customers for all non-verbal communication (e-mail, WhatsApp) from PO receipt to post-delivery QC
• Respond promptly to all customer communications within the business day
• Maintain professional, timely communication throughout the order lifecycle
• Coordinate internally with all relevant teams for real-time updates
• Track and document customer preferences, feedback, and communication history in CRM
• Facilitate customer onboarding and documentation validation
• Participate in customer meetings when required

IV. Data Management & Documentation

• Maintain accurate records related to supply chain, procurement, and inventory
• Reconcile stock levels and inventory periodically
• Monitor task completion and departmental progress

V. System & Process Management

• Ensure accurate ERP updates across the product and supply lifecycle
• Perform routine data cleanup, reconciliation, and archival
• Track raw material movement and inventory consumption

VI. Cross-Functional Coordination

• Liaise with all relevant teams to ensure smooth operations
• Follow up rigorously to eliminate bottlenecks and delays in the process flow

Key Tools & Systems Proficiency

• ERP Platform:

  Zoho ERP (preferred) or equivalent

• CRM Software:

  Zoho CRM or similar platforms

• MS Office Suite:

  Advanced Excel, Word, PowerPoint

• Communication Tools:

  Email, WhatsApp

Essential Skills

• Proficiency in ERP-based documentation and order tracking
• High accuracy and attention to detail
• Quick turnaround in internal and external communication
• Strong coordination and follow-up capabilities
• Basic commercial understanding of the order-to-cash and procurement cycle
• Inventory and logistics tracking

Preferred Qualifications

• Bachelor’s Degree in Commerce, Business Administration, or related field
• 3–5 years of relevant experience in sales coordination, ERP operations, or back-office functions
• Prior exposure to modern trade, textiles, home furnishings, or export industry is advantageous
• Familiarity with sales and procurement documentation: Quotations, POs, Proforma Invoices, GRNs