Back Office Executive

Job Description – Back Office Executive

Position: Back Office Executive

Department: Sales & Operations

Industry: Industrial Automation Parts / Automation Solutions

Location: Ahmedabad, Gujarat

Employment Type: Full-Time

Job Summary

We are looking for a responsible and organized Back Office Executive to support our sales and operations team. The candidate will be responsible for handling day-to-day back-office activities, preparing quotations and documents, coordinating with customers and suppliers, maintaining records, and ensuring smooth coordination between the sales, purchase, accounts, and dispatch teams.

• Key ResponsibilitiesPrepare and manage quotations, sales orders, purchase orders, invoices, delivery challans, and other sales-related documents.
• Handle customer enquiries received through calls, WhatsApp, email, and other communication channels.
• Coordinate with the sales team regarding product availability, pricing, quotations, order status, and customer requirements.
• Coordinate with suppliers/vendors for product availability, pricing, purchase orders, and delivery schedules.
• Maintain and update customer, supplier, product, quotation, and order records.
• Follow up on pending quotations, orders, deliveries, and payments as required.
• Coordinate with the warehouse/dispatch team for timely dispatch of automation parts.
• Maintain proper documentation of incoming and outgoing orders.
• Enter and update data accurately in MS Excel, ERP/software, or other company systems.
• Prepare daily/weekly reports related to sales, orders, quotations, pending enquiries, and dispatches.
• Assist the accounts team by providing necessary documents and order/invoice details.
• Ensure proper filing and maintenance of physical and digital records.
• Communicate professionally with customers, suppliers, and internal teams.
• Support the sales team in day-to-day administrative and coordination activities.
• Perform other back-office and operational tasks assigned by the management.