Back Office Executive

ob Title: Executive – Back Office (Order Processing & Coordination)Location: Mumbai, India

Department: Sales & Operations

🌟 Role SummaryWe are looking for a proactive and detail-oriented Executive – Back Office (Order Processing & Coordination) to manage end-to-end order processing and ensure seamless coordination between the Sales Team, Factory, Accounts, and Customers.

The ideal candidate will be responsible for processing orders received through multiple channels, maintaining accurate records, coordinating with internal teams for timely dispatch, and providing prompt support to customers. This role requires excellent organizational skills, strong communication abilities, and proficiency in Tally and MS Excel.

• 🛠️ Key Responsibilities📦 Order Processing & ManagementReceive and process customer orders through WhatsApp, Email, and Phone Calls.
• Accurately enter and maintain sales orders in Tally for order tracking and accounting purposes.
• Prepare and process purchase orders based on customer requirements and internal requests.
• Ensure all order details are accurate before processing to minimize errors.
• 📊 Reporting & DocumentationMaintain and regularly update the Master Product Database for cosmetics and nail polish products.
• Prepare and share daily, weekly, and monthly order status reports, including pending orders, with management.
• Monitor order progress, dispatch schedules, and delivery timelines.
• Maintain organized documentation for orders, invoices, and dispatch records.
• 📞 Customer Support & CoordinationRespond promptly to customer inquiries regarding order status, pending items, dispatch schedules, and deliveries.
• Coordinate closely with the factory and production team to ensure timely manufacturing and dispatch of orders.
• Follow up with customers and distributors to confirm deliveries and resolve any order-related issues.
• Communicate effectively with internal departments to ensure smooth order execution and customer satisfaction.
• 🤝 Cross-Functional CoordinationAct as the key point of contact between Sales, Factory, Accounts, and Logistics teams.
• Coordinate with internal stakeholders to resolve order discrepancies and operational issues.
• Ensure timely updates are shared with management regarding pending orders and operational challenges.
• 🎯 Candidate Profile✅ Mandatory Skills1–3 years of experience in Back Office Operations, Order Processing, Sales Coordination, or a similar role.
• Strong working knowledge of Tally ERP.
• Excellent proficiency in MS Excel (Formulas, VLOOKUP/XLOOKUP, Pivot Tables, Sorting, Filtering, Data Management).
• Strong verbal and written communication skills.
• High attention to detail with excellent accuracy in data entry and documentation.
• Good organizational, multitasking, and time-management skills.
• 🌱 Preferred QualificationsBachelor's degree in Commerce, Business Administration, or a related field.
• Experience in the Cosmetics, FMCG, Manufacturing, Retail, or Distribution industry.
• Prior experience handling B2B customer coordination, order management, or vendor communication.
• Familiarity with inventory management and supply chain processes will be an added advantage.

If this opportunity interests you, please share your updated CV along with the following details:

• Total / Relevant Experience
• Current & Expected CTC
• Notice Period
• Current Location
• Current Company & Designation
• reason for job change

Looking forward to your response 🙂

Thank you