Office Assistant

BACK OFFICE ASSISTANT – SALES & MARKETING DEPARTMENT Designation: Back Office Assistant Department: Sales & Marketing Direct Reporting To: HOD Job Location: Jashoda Nagar/Vatva – Ahmadabad (Gujarat)   No. of Openings (Vacancy) : 4 (Four) Education: Any Graduate Relevant Experience: 0 – 2 Year Work time : 09.30 AM to 6.00 PM  Job Purpose: To support the sales department in handling quotations, orders, compliance documents, and coordination with production, dispatch, and accounts for the successful execution of certified fire door and passive fire protection projects. 1. Sales Documentation & Quotation Support Prepare accurate quotations based on: Fire rating (30/60/90/120 minutes) Door type (single/double, glazed/non-glazed) Hardware specifications Powder coating / finishes Maintain rate charts, BOMs, and price comparisons Revise quotations as per client queries and technical updates Maintain quotation tracking register (Sent / Approved / Lost) Follow up with sales executives for quotation status 2. Order Processing & Sales Coordination Convert confirmed quotations into Sales Orders Verify: Client details Delivery location GST, PAN, billing & shipping address Ensure order approval from management Generate: Proforma Invoice Work Order Job Cards for Production Maintain order confirmation records 3. Coordination With Production Department Share approved work orders and drawings with production Coordinate on: Production schedules Raw material availability Custom door specifications Track: Cutting → Fabrication → Assembly → Painting → Packing status Update the sales team on production progress Highlight delays, urgency, or priority orders 4. Compliance & Certification Documentation (Critical Role) Maintain records of: Fire Test Certificates UL / IS / BS Certifications Test Reports Manufacturer Authorization Letters Prepare: Compliance Submittals Technical Data Sheets Test Certificate Copies Support sales in tender documentation Ensure correct test report mapping with ordered fire ratings Maintain project-wise technical document files 5. Dispatch & Logistics Coordination Prepare dispatch documents: Delivery Challan E-Way Bill Packing List Transport LR Copy Coordinate with: Transport vendors Site engineers Dispatch supervisors Track: Dispatch schedules Vehicle movement Delivery confirmation Resolve delivery-related issues: Shortage Damage Delays 6. Coordination With Accounts Department Share: Proforma Invoices Sales Orders Payment Terms Follow up for: Advance payments Balance payments Pending dues Coordinate for: GST Invoices Credit Notes / Debit Notes Payment receipts Maintain client-wise outstanding reports 7. Client & Channel Partner Communication Act as a communication bridge between: Sales team Clients Dealers Contractors Speak to: Builders Consultants Architects PMC teams Provide: Order status Dispatch updates Document sharing Maintain professional email & WhatsApp communication records 8. Tender & Project Support Assist in: Online tender uploads Bid documentation BOQ preparation Maintain: Tender due dates Submission records Bid result tracking 9. Data Management & Reporting Maintain: Client database Order tracking sheet Daily dispatch report Monthly sales summary Prepare: Target vs Achievement reports Region-wise sales performance Internal reports for management review 10. ERP / Software & Record Keeping Enter data in: ERP / Accounting Software / CRM Maintain: Digital folders (Project-wise) Hard copy control files Ensure zero data mismatch between Sales–Production–Accounts 11. Customer Complaint & After-Sales Support Register: Service complaints Replacement requests Warranty-related issues Coordinate with: Service engineers Dispatch team Track issue resolution till closure 12. Confidentiality & Professional Discipline Maintain strict confidentiality of: Pricing Client data Test reports Company documents Follow: Reporting structure Work ethics Data accuracy norms ✅ KEY SKILLS REQUIRED Strong coordination & follow-up ability Knowledge of fire-rated doors & compliance Excellent Excel & documentation management Professional email & communication skills ERP / CRM familiarity Multitasking under pressure