Back Office Operations Executive

Job Description – Back Office Operations Executive (Book Distribution House)We are looking for an efficient, detail-oriented, and responsible Back Office Operations Executive for our book distribution house. The candidate will be responsible for order processing, coordination with customers and publishers, maintaining records, basic accounts handling, communication management, and ensuring smooth day-to-day backend operations.

Commerce background preferred. Basic accounting knowledge is mandatory.

• Key Responsibilities:Order Processing & CoordinationPrepare customer orders, purchase orders, quotations, and supply sheets in Microsoft Excel.
• Process orders received from schools, retailers, institutions, and distributors.
• Coordinate with warehouse, billing, dispatch, and sales teams for timely execution of orders.
• Maintain complete order tracking records from order receipt to final delivery.
• Ensure customers receive supplies on time with smooth and hassle-free service.
• Follow up internally for urgent, pending, short, or priority items.
• Customer & Supplier CommunicationDraft and send professional emails/messages to customers, schools, publishers, suppliers, and distributors.
• Send purchase orders to publishers and suppliers.
• Send reminders for pending books, urgent dispatches, shortages, or backorders.
• Ask for clarifications regarding titles, editions, quantities, pricing, and supply issues.
• Obtain bills, statements of account, credit notes, dispatch details, transporter details, GR copies, and acknowledgements.
• Maintain courteous and professional communication at all times.
• Accounts & Payment CoordinationPerform basic accounting work in Busy Accounting Software.
• Maintain customer outstanding records and payment follow-up lists.
• Call customers and follow up for timely payments and collections.
• Ensure timely payments are made to publishers/suppliers.
• Track due dates so no payment is missed to publishers.
• Ensure related credit notes, discounts, debit notes, and adjustments are properly received and recorded.
• Prepare extra discount workings and settlement sheets in Excel.
• Excel & Reporting WorkPrepare price lists, rate charts, school-wise/class-wise supply sheets, and comparative statements in Excel.
• Prepare complete computation sheets of books/items supplied to students.
• Maintain sales reports, pending order reports, stock movement sheets, payment status reports, and reconciliation reports.
• Create MIS reports as required by management.
• Documentation & FilingMaintain proper filing of purchase orders, bills, statements, emails, credit notes, dispatch proofs, and payment records.
• Keep digital and physical records updated and organized.
• Ensure data accuracy and easy retrieval of documents when required.
• Operational SupportCoordinate with backend operations team for packing, dispatch, and delivery schedules.
• Resolve order or dispatch issues promptly through coordination.
• Support management in daily operational planning.
• Handle other back office duties related to book distribution business operations.
• Required Skills:Basic accounting knowledge (mandatory).
• Commerce background preferred.
• Strong knowledge of Microsoft Excel.
• Good written and verbal communication skills.
• Professional email drafting ability.
• Basic knowledge of Busy Accounting Software preferred.
• Good coordination and follow-up skills.
• Accuracy, discipline, and attention to detail.
• Ability to work under deadlines during peak season.
• Preferred Experience:Experience in book distribution, publishing, retail trade, accounts support, logistics coordination, or back office operations preferred.

Job Role Summary:The Back Office Operations Executive will manage orders, communication, accounts support, payment follow-ups, Excel reporting, documentation, and coordination with customers, publishers, and internal teams to ensure efficient and timely business operations.