Back Office Executive

Job Description – Back Office Executive (Fabrication Industry)

DRAFT LATTER WORK COMMITMENT CUM JOB DESCRIPTION

Post: Sr.Back Office Executive

Location: Ahmedabad (Vatva Office)

Department: Administration / Operations

Training Location: Chhapi Plant(IF NEED)

Mobile:

Joining Date: …/…/2026(tentative)

Industry: Heavy Fabrication / Manufacturing

SALARY:-

OFFER SALARY:

NET SALARY:-

Job Summary

The Back Office Executive is responsible for providing complete administrative and operational support to ensure smooth day-to-day business activities. The role requires excellent communication skills, proficiency in MS Office, document management, customer and vendor coordination, email correspondence, reporting, and maintaining office records with accuracy and professionalism.

Key Responsibilities

1. Daily Work Reporting

• Prepare and submit Daily Work Reports (DWR) to management.
• Collect daily progress reports from different departments.
• Maintain department-wise productivity reports.
• Update pending work status and follow-up reports.
• Prepare weekly and monthly MIS reports.

2. Email Management & Follow-up

• Draft professional emails in English.
• Respond to customer, vendor, and internal emails promptly.
• Maintain proper email records and correspondence.
• Follow up on pending emails until closure.
• Ensure all communication is professional and timely.

3. Customer Coordination

• Handle customer inquiries professionally.
• Follow up for Purchase Orders (PO), drawings, approvals, dispatch schedules, and payments.
• Coordinate with Production, Quality, Purchase, and Dispatch departments.
• Maintain customer communication records.
• Resolve routine customer queries promptly.

4. Vendor Coordination

• Maintain vendor database and contact details.
• Follow up for quotations, deliveries, invoices, and documents.
• Coordinate with the Purchase Department regarding material status.
• Maintain vendor performance records.

5. Documentation & Filing

• Maintain physical and digital filing systems.
• Organize office records systematically.
• Scan, upload, and archive documents.
• Maintain confidentiality of company documents.
• Ensure easy retrieval of files whenever required.

6. MS Office Work

Strong working knowledge of:

• Microsoft Excel (Formulas, VLOOKUP, Pivot Table, Charts, Data Validation)
• Microsoft Word (Letters, Reports, Documentation)
• Microsoft PowerPoint (Presentations, Charts, Business Reports)
• PDF editing and document conversion.

7. Data Entry & Record Management

• Accurate data entry in ERP/Excel.
• Update customer, vendor, employee, and project records.
• Verify data accuracy before submission.
• Maintain soft copies and backups.

8. Office Administration Support

• Support HR, Purchase, Accounts, Production, and Management.
• Prepare meeting minutes (MOM).
• Schedule meetings and appointments.
• Handle office stationery and administrative records.
• Assist in preparing official letters and reports.

9. Communication Skills

• Communicate professionally in English (Written & Verbal).
• Coordinate effectively with internal departments.
• Maintain polite and professional behavior with customers and vendors.
• Handle telephone calls professionally.

10. Compliance & Confidentiality

• Maintain confidentiality of company information.
• Follow company policies and office procedures.
• Ensure proper documentation and record keeping.

Required Skills

Technical Skills

• MS Excel (Advanced)
• MS Word
• MS PowerPoint
• Outlook / Gmail
• Internet & Email Communication
• PDF Documentation
• ERP Software (Preferred)
• Typing Speed with Accuracy

Soft Skills

• Excellent English Communication
• Strong Follow-up Skills
• Time Management
• Problem Solving
• Positive Attitude
• Teamwork
• Multitasking Ability
• Professional Behaviour
• Attention to Detail
• Self-Discipline

Educational Qualification

• Graduate (B.Com-M.Com / BBA-MBA / BCA-MCA/ or equivalent)
• Degree/Diploma engineering candidates with relevant experience may also apply.

Experience

• 5–10 years of experience in Back Office, Administration, Customer Support, or Manufacturing Industry.
• Experience in a fabrication or engineering company will be preferred.

Key Performance Indicators (KPIs)

• Daily Work Report submitted on time.
• Email response and follow-up completion rate.
• Customer and vendor follow-up effectiveness.
• Accuracy of data entry and documentation.
• Timely completion of assigned tasks.
• Document filing accuracy.
• MIS reports submitted within deadlines.
• Coordination efficiency with departments.
• Zero loss of documents.
• Professional communication standards maintained.

Job Accountability

The Back Office Executive will be responsible for:

• Maintaining accurate office records and reports.
• Timely follow-up with customers and vendors.
• Professional email communication.
• Daily reporting to management.
• Proper document filing and record maintenance.
• Supporting all departments as required.
• Completing assigned work within deadlines.
• Maintaining confidentiality of company information.
• Contributing to smooth office operations and continuous process improvement.

This role requires a proactive, organized, and dependable professional who can independently manage multiple administrative tasks while ensuring efficient coordination across all departments.