Operation Executive

The Back Office Executive is responsible for ensuring smooth day-to-day administrative and operational activities. The role includes managing invoicing, maintaining records in Zoho Books, handling customer communications, supporting accounts and sales teams, maintaining attendance records, and ensuring accurate documentation and filing.

Key Responsibilities

• Zoho Books & Accounts Support
• Create and manage Sales Invoices, Quotations, Purchase Order, Delivery Challans, and Credit Notes in Zoho Books.
• Record customer receipts and vendor payments.
• Maintain customer and vendor master data.
• Reconcile invoices and payment records.
• Assist in inventory updates and stock record maintenance.
• Generate MIS reports and sales reports as required.
• Coordinate with the accounts team for GST and financial documentation.

Invoicing & Documentation

• Prepare and process customer invoices accurately and on time.
• Verify purchase orders, dispatch details, and billing information.
• Coordinate with logistics and sales teams to ensure timely documentation.

Client Query Handling

• Attend incoming customer calls, emails, and WhatsApp inquiries professionally.
• Resolve routine customer queries related to quotations, invoices, dispatch status, payments, and documentation.
• Coordinate with internal departments to ensure timely customer support.

Filing & Record Management

• Maintain physical and digital filing systems.
• Organize invoices, purchase orders, delivery challans, GST documents, and other statutory records.
• Ensure documents are filed accurately and can be retrieved quickly when required.

Required Skills

• Working knowledge of Zoho Books.
• Proficiency in MS Excel, Word, and Outlook.
• Good understanding of invoicing and basic accounting procedures.
• Strong communication and customer handling skills.
• Good organizational and documentation skills.
• Ability to work under deadlines and manage multiple tasks.
• Attention to detail and accuracy.
• Educational QualificationGraduate in Commerce, Business Administration, or any relevant discipline.
• Additional certification in Tally, Zoho Books, or Accounting Software will be an added advantage.
• Experience1–3 years of experience in back office operations, accounts support, administration, or customer service.
• Experience in trading, manufacturing, or industrial equipment companies is preferred.