Back Office Executive

Job Description

This job is provided by apna.co A Back Office Executive is responsible for supporting the day-to-day operations of a business or organization by handling administrative, clerical, and operational tasks. Their role is typically focused on ensuring smooth operations behind the scenes, with minimal direct customer interaction. Below is a general job description for a Back Office Executive:

Key Responsibilities:Administrative Support:

Handling and organizing incoming and outgoing correspondence, such as emails, faxes, and mail.

Maintaining and updating company records, databases, and files.

Scheduling meetings and appointments for executives and managers.

Assisting with travel arrangements, itineraries, and accommodation bookings.

Data Entry & Processing

Inputting, updating, and maintaining data in company systems (CRM, databases, spreadsheets, etc.).

Ensuring data accuracy and integrity.

Preparing reports, presentations, and documents for management or other departments.

Order Processing & Inventory Management

Processing orders, invoices, and purchase requisitions.

Tracking inventory levels and ensuring timely restocking.

Coordinating with suppliers or vendors as needed.

Customer & Vendor Communication (Internal)

Communicating with internal teams, departments, or vendors to resolve queries.

Ensuring timely resolution of operational issues related to inventory, orders, or logistics.

Document Management

Organizing and maintaining digital and physical files.

Ensuring compliance with company policies on document storage and confidentiality.

Reports And Analytics

Generating and analyzing reports on sales, inventory, performance metrics, or other business operations.

Assisting in preparing presentations and management reports.

Support To Front Office/Customer Service

Assisting the customer service team with necessary back-end support.

Managing customer accounts, ensuring proper documentation and follow-up where needed.

Skills and Qualifications:Strong organizational and multitasking skills.

Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, etc.).

Excellent communication skills, both verbal and written.

Attention to detail and high accuracy in data entry.

Ability to work independently and as part of a team.

Basic knowledge of bookkeeping or finance may be an advantage.

Education & Experience:Typically, a high school diploma or equivalent is required. A bachelor’s degree in business, administration, or a related field is a plus.

Previous experience in administrative roles, customer support, or back-office operations is preferred.