Back-end Executive(Female)

POSITION SUMMARY;

The Office Admin & Order Processing Executive plays a pivotal role in ensuring seamless day-to-day operations across order management, dispatch coordination, customer and doctor relationship management, MIS reporting, and digital marketing. This is an all-round operations role suited to a proactive, detail-oriented professional who thrives in a fast-paced environment.

KEY RESPONSIBILITIES

1. Order Processing & Dispatch Management

• Receive and process orders received via WhatsApp, email, phone calls, and other designated channels.

• Prepare accurate invoices and billing documents in accordance with order details and company policies.

• Verify all order details for completeness and accuracy prior to dispatch.

• Coordinate with courier partners to ensure timely and accurate shipment of orders.

• Prepare daily dispatch sheets and hand over shipment documentation to logistics partners.

• Track courier deliveries proactively and resolve any dispatch-related issues promptly.

• Share Proof of Deliveries (PODs), invoices, and relevant documents with doctors and business parties in a 

timely manner.

2. Sales, Payments & MIS Management

• Maintain and update daily sales reports, payment trackers, pending payment records, and other key MIS 

documents.

• Prepare monthly sales analysis reports and average sales summaries for management review.

• Manage and regularly update customer master data to ensure accuracy and completeness.

• Maintain up-to-date records of active, inactive, and blacklisted doctors or business parties.

• Ensure regular data backups of all critical company information and records.

3. Doctor & Customer Relationship Management

• Serve as the primary point of contact for doctors and patients, handling queries via WhatsApp, phone, and 

email in a professional and timely manner.

• Build and nurture strong relationships with doctors through consistent and proactive communication.

• Maintain accurate records of doctor-specific instructions, preferences, and special requirements.

• Proactively inform doctors about new product launches, promotional schemes, and important company 

updates.

• Manage and regularly update WhatsApp broadcast lists to reflect active and inactive doctor status.

4. Lead Generation & Business Development Support

• Identify and compile potential doctor leads through social media platforms, online directories, referrals, and 

other available sources.

• Maintain and update a structured database of prospective doctors and business contacts.

• Conduct regular follow-up calls and communications to generate new orders and nurture repeat business 

opportunities.

5. Social Media & Digital Marketing Support

• Manage and regularly update the company’s official social media pages across Instagram, Facebook, and 

LinkedIn.

• Create, edit, and publish reels, product highlights, and promotional content in alignment with brand 

guidelines.

• Monitor and respond professionally to social media enquiries and direct messages within a timely manner.

• Update and maintain the WhatsApp Business catalogue and company profile information on a periodic basis.

6. General Office Administration

• Maintain organised office records, files, and Excel-based reports as directed by management.

• Ensure the proper upkeep and functioning of office computers, mobile devices, and digital assets.

• Perform routine computer maintenance activities including file organisation, data cleaning, and system 

hygiene.

• Collaborate with management to implement operational instructions efficiently and accurately.

• Provide comprehensive administrative support across all routine functions to ensure smooth office 

operations. REQUIRED SKILLS & COMPETENCIES

Technical Skills

• Proficiency in MS Excel, MS Word, and email management tools.

• Working knowledge of WhatsApp Business, social media platforms (Instagram, Facebook, LinkedIn), and 

digital catalogues.

• Basic content creation and editing skills for social media reels and promotional posts.

Soft Skills

• Excellent verbal and written communication skills in both Hindi and English.

• Strong organisational skills with high attention to detail.

• Ability to multitask effectively and manage competing deadlines in a dynamic work environment.

• Customer-oriented mindset with a proactive and solution-driven approach.

• Self-motivated with the ability to work independently and as part of a team.