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