Back Office Executive

Key Responsibilities

Accounts & Finance (60%)

• Billing & Invoicing: Prepare and issue accurate customer invoices, rental agreements, and quotations for LED display services.
• Accounts Receivable: Track and collect payments, follow up on outstanding invoices, and manage client credit periods.
• Accounts Payable: Process vendor invoices, manage petty cash, and handle payments for logistics, maintenance, and technical partners.
• Reconciliation: Reconcile daily bank statements, cash, and digital payments.
• Tax Compliance: Ensure timely application of GST/sales tax on invoices and maintain records for audits. The Association for Financial Professionals +6

Back Office & Operations (40%) 

• Order Processing: Coordinate with sales, technical, and logistics teams to confirm booking details, installation schedules, and technical requirements.
• Inventory & Asset Tracking: Maintain records of equipment availability, check inventory in/out for rentals, and assist in monitoring damages for compensation claims.
• Documentation: Maintain digital and physical files, including contracts, rental agreements, and client inquiry logs.
• Support & Communication: Handle email and phone inquiries, providing support to the sales team and clients.
• Reporting: Generate daily/monthly revenue, aging, and expense reports for management. LinkedIn +5

Required Skills & Qualifications

• Education: Bachelor’s degree in Commerce (B.Com) or related field.
• Experience: 1–3 years in back-office operations, preferably in event management, equipment rental, or logistics industries.
• Software Proficiency: Strong proficiency in MS Excel (VLOOKUP, Pivot Tables), Word, and Accounting Software (Tally/QuickBooks).
• Skills: Exceptional attention to detail, strong multitasking abilities, and effective communication skills.
• Ethical Standards: High integrity to manage company finances and inventory. Indeed Job Search +4

Key Performance Indicators (KPIs)

• DSO (Days Sales Outstanding): Minimizing the time taken to collect payments.
• Invoicing Accuracy: Zero errors in client billing and rental contract terms.
• Inventory Accuracy: Proper recording of rental equipment movement to prevent losses.