Back Office Executive

Job Title: Back Office Executive – Pest Control

Reports To: Operations Manager / HR Manager

Job Objective:

To support the pest control operations team by managing administrative tasks, maintaining client records, coordinating schedules, and ensuring smooth office operations to enhance overall efficiency and customer satisfaction.

Key Responsibilities:

Client Management & Support

Maintain updated client databases, including contact information, service history, and invoices.

Respond to client inquiries via phone, email, or chat in a professional and timely manner.

Coordinate with the operations team to schedule pest control services.

Follow up with clients post-service to ensure satisfaction and address complaints.

Service Coordination & Documentation

Prepare and manage daily service schedules for technicians.

Ensure all service reports, logs, and checklists are accurately recorded.

Track completion of services and report discrepancies or delays to the management.

Assist in generating work orders, invoices, and receipts.

Administrative & Office Support

Maintain records of employees, attendance, and payroll-related documents.

Support HR in recruitment and onboarding processes if needed.

Assist in procurement and inventory management of pest control chemicals and equipment.

Handle office correspondence, filing, and document management.

MIS & Reporting

Generate daily, weekly, and monthly reports on operations, sales, and client feedback.

Maintain performance metrics and Key Performance Indicators (KPIs) for the back office and field staff.

Assist management in preparing presentations and reports for meetings.

Compliance & Safety

Ensure proper documentation of chemical usage and compliance with safety regulations.

Maintain records of licenses, certifications, and regulatory documents.

Other Responsibilities

Assist in marketing and sales support tasks (e.g., lead follow-up, CRM updates).

Support management in process improvement initiatives.

Any other tasks assigned by the Operations or HR Manager.

Required Skills & Qualifications:

Education: Graduate / Diploma in Administration, Management, or relevant field.

Experience: 1–3 years in office administration or back-office operations (experience in pest control or service industry preferred).

Skills:

Proficient in MS Office (Excel, Word, PowerPoint) and basic accounting.

Strong organizational and multitasking abilities.

Good communication and interpersonal skills.

Knowledge of CRM software or scheduling tools is a plus.

Key Attributes:

Detail-oriented and proactive

Able to work under pressure and meet deadlines

Problem-solving mindset

Customer-focused attitude