Back Office Staff

BIJAY PUSTAK BHANDAR PVT. LTD.Job Role: Back Office Staff Department: Back Office and Administration

Reporting To: Back Office Manager / Operations Manager / Management

Job Purpose To provide administrative, computer-based and operational support to the bookstore's daily activities. The staff member will be responsible for maintaining accurate records, processing orders, preparing reports, coordinating with schools, publishers, suppliers, warehouse and sales teams, handling documentation and ensuring smooth day-to-day back office operations.

The role requires accuracy, computer knowledge, proper documentation, timely communication and coordination between different departments of the organization.

Key Duties and Responsibilities

1. Data Entry and Record Maintenance

• Enter and update book details, product codes, ISBN numbers, titles, publishers, editions, prices and other relevant information in the company's software or Excel sheets.
• Maintain accurate customer, school, supplier and publisher records.
• Update stock details, purchase records, sales records and other business information.
• Ensure that all data entered into the system is accurate and properly maintained.
• Correct errors and discrepancies after obtaining approval from the concerned department.

2. Order Processing and Coordination

• Receive and process book orders from schools, institutions, retailers and individual customers.
• Enter order details into the computer system.
• Prepare order sheets, picking lists and other documents for the warehouse and packing teams.
• Coordinate with the sales, warehouse and dispatch departments to ensure timely processing of orders.
• Follow up on pending orders and inform the concerned department about delays or shortages.

3. School and Institutional Coordination

• Maintain records of schools, academic sessions, classes, book lists and student requirements.
• Enter and update school-wise book lists for different classes and educational boards (CBSE, ICSE, ISC and West Bengal Board).
• Prepare quotations, price lists, book lists and other school-related documents.
• Coordinate with school representatives, teachers and librarians regarding book requirements, availability and order status.
• Maintain proper records of school-wise discounts, special rates and other approved commercial terms.

4. Purchase and Supplier Coordination

• Assist in preparing purchase orders and indent requirements.
• Coordinate with publishers, distributors and suppliers regarding book availability, prices, discounts and delivery schedules.
• Maintain records of purchase orders, invoices, delivery challans and goods received.
• Follow up on pending supplies, shortages, damaged books and incorrect deliveries.
• Communicate discrepancies to the purchase department or management.

5. Billing and Accounts Support

• Assist the billing and accounts departments with invoice preparation and documentation.
• Check basic invoice details, quantities, book descriptions, rates and applicable discounts.
• Maintain records of sales invoices, purchase invoices, credit notes and debit notes.
• Assist in preparing customer statements and outstanding payment reports.
• Coordinate with the accounts department regarding payment entries, pending bills and account-related discrepancies.
• Ensure that financial entries and adjustments are made only by authorised personnel.

6. Stock and Inventory Record Management

• Maintain computerised stock records and update information based on authorised inward and outward movements.
• Coordinate with warehouse and storekeeping staff regarding stock availability.
• Prepare stock reports, shortage reports, non-moving stock reports and book availability statements.
• Assist in physical stock verification by comparing actual stock with computer records.
• Report stock differences, incorrect entries and duplicate records to the supervisor.

7. Excel, Software and Computer Operations

• Work efficiently with MS Excel, MS Word, email and the company's billing or inventory software.
• Prepare spreadsheets, data sheets, reports, lists and statements as required.
• Use Excel formulas, sorting, filtering and basic data analysis for daily operations.
• Maintain digital files and folders in an organised manner.
• Ensure proper saving, updating and backup of important business records as instructed.

8. Email and Communication Management

• Draft and send routine business emails to schools, publishers, suppliers and customers as authorised.
• Respond to routine enquiries and forward important matters to the concerned department.
• Maintain records of important email communications and correspondence.
• Coordinate through telephone, email and other authorised communication channels.
• Follow up on pending responses, confirmations and commitments.

9. Returns, Claims and Credit Note Documentation

• Maintain records of books returned to publishers and suppliers.
• Prepare return statements and supporting documents.
• Follow up on pending credit notes, shortages, damaged books and other supplier claims.
• Compare return quantities and values with credit notes received.
• Report discrepancies and maintain a record of unresolved claims.

10. Report Preparation and Management Support

• Prepare daily, weekly and monthly reports as required by management.
• Generate sales summaries, purchase summaries, pending order reports and stock reports.
• Maintain records of pending tasks and follow-up matters.
• Assist management in preparing quotations, business statements, presentations and other documents.
• Provide accurate information to management whenever required.

11. Document Filing and Record Keeping

• Maintain systematic physical and digital filing of invoices, challans, quotations, purchase orders, school book lists and other documents.
• Arrange documents date-wise, supplier-wise, school-wise or department-wise.
• Ensure that important records are easily accessible when required.
• Maintain confidentiality of company information, pricing, customer details and business transactions.

12. Interdepartmental Coordination

• Coordinate with sales, billing, accounts, purchase, warehouse, storekeeping and dispatch departments.
• Ensure that information is communicated correctly between departments.
• Assist in resolving routine operational issues.
• Inform the reporting supervisor about pending work, delays and discrepancies.

13. Attendance and Work Discipline

• Report for duty on time and follow the assigned work schedule.
• Complete assigned work within the prescribed deadlines.
• Maintain accuracy, discipline and professionalism in all work.
• Avoid unauthorised sharing of company information or records.
• Perform other reasonable office and administrative duties assigned by management.
• Required Skills and QualificationsMinimum qualification: Higher Secondary (10+2); graduate candidates will be preferred.
• Good knowledge of MS Excel, MS Word and basic computer operations.
• Ability to prepare spreadsheets, reports, quotations and business correspondence.
• Basic knowledge of email drafting and professional communication.
• Good typing speed and accuracy.
• Ability to maintain records and handle multiple tasks systematically.
• Good communication skills in English, Hindi and Bengali.
• Attention to detail, honesty, punctuality and responsibility.
• Previous experience in back office, data entry, administration, bookstore or educational publishing operations will be preferred.

Key Performance Indicators (KPI)The performance of the Back Office Staff will be evaluated on the basis of:

1. Accuracy of data entry and computerised records.
2. Timely processing of orders and preparation of documents.
3. Accuracy of school-wise book lists, quotations and price entries.
4. Timely follow-up on pending orders, supplies and credit notes.
5. Proper maintenance of digital and physical records.
6. Coordination with different departments.
7. Timely submission of reports to management.
8. Ability to complete assigned tasks within deadlines.
9. Reduction in data entry errors and documentation discrepancies.
10. Discipline, punctuality and confidentiality.

Responsibility and AccountabilityThe Back Office Staff member will be responsible for maintaining accurate records, ensuring timely data entry, processing assigned documents and coordinating with the concerned departments.

Any incorrect entry, missing document, order discrepancy, stock mismatch or communication error must be brought to the attention of the reporting supervisor immediately.

The employee shall not independently approve discounts, change selling prices, modify stock balances, authorise payments, issue credit notes or make financial adjustments without proper approval from management or the authorised department.

All company data, customer information, supplier details, commercial terms and internal business records must be treated as strictly confidential.