Back Office Executive

*ONLY CANDIDATES WITH ATLEAST 2 YEARS OF PREVIOUS EXPERIENCE IN IT INDUSTRY WILL BE ENTERTAINED*

Key responsibilities

Sales support and order processing

•⁠ ⁠Prepare quotations, proposals and bills of material from inputs given by the sales and pre-sales teams.

•⁠ ⁠Source pricing and stock availability from OEMs and distributors, and compare vendor quotes.

•⁠ ⁠Register deals with OEMs and track special pricing approvals.

•⁠ ⁠Process customer purchase orders: verify terms, raise purchase orders on vendors and follow up on delivery.

Renewals and contract tracking

•⁠ ⁠Maintain the tracker for software licence, subscription, warranty and AMC renewals.

•⁠ ⁠Send renewal reminders and quotations to customers ahead of expiry dates.

Product delivery and logistics planning

•⁠ ⁠Plan product deliveries against customer commitments: confirm stock and vendor dispatch dates, schedule deliveries and agree time slots with customers.

•⁠ ⁠Arrange transport and couriers, choosing the route and mode that meets the delivery date at the lowest cost.

•⁠ ⁠Prepare delivery challans and e-way bills, track shipments and collect signed delivery acknowledgements.

•⁠ ⁠Check delivered goods against the order (part codes, quantities, serial numbers) and handle shortages, damages and returns with vendors.

•⁠ ⁠Coordinate installations and service calls between customers, vendors and the technical team once goods are delivered.

Documentation and accounts support

•⁠ ⁠Use the CRM as the single record for every enquiry, quotation, order, delivery and renewal, and update it the same day.

•⁠ ⁠Keep customer and vendor contacts, order status and follow-up tasks current in the CRM so sales and accounts work from the same data.

•⁠ ⁠Share order details from the CRM with accounts for invoicing and follow up on pending payments.

Reporting

•⁠ ⁠Prepare weekly and monthly MIS reports on orders, pending deliveries, renewals and collections.

•⁠ ⁠Handle incoming sales calls and emails, and route enquiries to the right person.

Qualifications and skills

Required

•⁠ ⁠Graduate in any discipline (B.Com, BBA, BSc IT or similar).

•⁠ ⁠1–3 years in a back office, sales coordination or operations role.

•⁠ ⁠Strong MS Excel (VLOOKUP, pivot tables), Word and Outlook skills.

•⁠ ⁠Clear written and spoken English and Hindi; professional email writing.

•⁠ ⁠Accuracy with numbers, part codes and documentation.

•⁠ ⁠Ability to manage several open orders and follow-ups at once and meet deadlines.

Preferred

•⁠ ⁠Experience with an IT reseller, distributor or system integrator.

•⁠ ⁠Familiarity with IT products and licensing: servers, laptops, networking, firewalls, Microsoft and security software.

•⁠ ⁠Hands-on experience using a CRM for daily order and customer tracking; working knowledge of Tally or another ERP.

•⁠ ⁠Basic understanding of GST, purchase orders and invoicing.