Back Office Executive

Responsibilities

1. Order Management & Fulfilment

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Process customer orders accurately using CRM Software.

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Coordinate with the accounts team for invoice generation and dispatch planning.

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Track material deliveries, confirm receipt with customers, and ensure timely order

fulfilment.

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Arrange procurement if items are out of stock and confirm delivery schedules with

customers and vendors.

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Prepare and send invoices; follow up for approvals and payments.

2. Customer & Dealer Coordination

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Communicate effectively with customers and dealers regarding enquiries, orders,

and dispatch updates.

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Prepare and share quotations based on customer requirements; follow up for order

confirmation.

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Handle payment follow-ups, track outstanding balances, and ensure timely

collections.

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Maintain long-term business relationships with customers and channel partners

through proactive support.

3. Procurement & Vendor Management

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Place purchase orders based on sales and stock requirements.

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Negotiate prices, delivery timelines, and payment terms with vendors and OEMs.

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Maintain and update vendor databases for sourcing efficiency.

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Coordinate with OEMs for product procurement, warranty, and service-related

requests.2

4. Inventory & Stock Maintenance

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Monitor inventory levels and maintain real-time stock updates in CRM Software.

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Record all inward and outward stock movements accurately.

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Perform regular stock checks and coordinate with sales and service teams for

replenishment.

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Ensure smooth coordination with logistics and porters for material handling during

dispatch.

5. Logistics & Dispatch Coordination

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Coordinate with logistics partners and transporters for pickup and delivery

schedules.

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Track dispatches to ensure on-time delivery and confirm receipt with customers.

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Liaise with porters and warehouse teams for efficient material movement.

6. Service & Project Coordination

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Support ongoing projects with internal coordination between sales, service, and

accounts teams.

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Work with service teams to schedule installations, AMC services, and maintenance

activities.

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Ensure smooth communication between service, sales, and customers for project

execution.

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Manage AMC (Annual Maintenance Contract) renewals and new AMC acquisitions.

7. Reporting & Documentation

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Maintain records of purchases, sales, stock, dispatches, and service activities.

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Generate and submit monthly reports on sales performance, operations status, and

outstanding payments.

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Ensure all documentation—quotations, invoices, and vendor/customer data—is

accurate and organized.

8. Lead Generation & Business Development

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Generate new business leads through strategic follow-ups, CRM management, and

market research.

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Track lead status, update CRM systems, and support sales conversion efforts.

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Contribute to business growth by identifying potential clients and new

opportunities.3

Skills /Abilities

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Strong communication and coordination skills.

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Excellent organizational and multitasking abilities.

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Attention to detail and accuracy in documentation.

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Knowledge of order processing, logistics, and vendor management.

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Customer-oriented mindset with a proactive approach to problem-solving.

Technical Skills

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Proficiency in CRM Software and MS Office (Excel, Word, Outlook).