Back Office Manager

Job Summary: We are seeking a highly organized and proactive Back Office Manager to oversee store operations, coordinate service calls, manage billing and accounts, and handle all essential back-office functions. The ideal candidate should be reliable, detail-oriented, and capable of managing administrative and operational tasks to ensure the smooth functioning of daily business activities.

Key Responsibilities:

1. Store Management:

• Monitor and maintain store inventory (inward/outward entries, stock levels, reorder requirements).
• Coordinate with procurement and service departments for stock availability and requirements.
• Ensure physical stock matches digital records; conduct regular audits.

2. Call Delegation & Coordination

• Receive service calls from clients and log them accurately.
• Assign calls to appropriate field engineers based on availability and expertise.
• Track job status and ensure timely updates to clients and stakeholders.
• Follow up on pending service calls and escalate where necessary.

3. Accounts & Payments

• Monitor outstanding payments and follow up with clients for timely clearance.
• Coordinate with the accounts team to reconcile ledgers and update financial records.
• Assist in maintaining client account histories and transaction records.

4. Documentation & Billing

• Prepare accurate bills, challans, quotations, and invoices as required.
• Maintain a systematic record of all generated documents.
• Share relevant documents with clients and ensure confirmations are received.
• Help in creating price lists and updating standard templates.