Backend Operations Executive -- Audio Visual Industry

Job Responsibilities – Backend Operations Executive (Audio Visual Industry)

We are looking for a dedicated, honest, hardworking, and responsible candidate who can professionally handle backend operations, proposal preparation, coordination, documentation, client communication, and complete project support in the Audio Visual (AV) industry.

Key Responsibilities

Mail Handling & Client Communication

• Reading and understanding client emails on a daily basis.

• Maintaining complete records of all incoming and outgoing emails.

• Keeping proper conversation history and case-wise records.

• Replying to emails after discussion and approval from seniors.

• Following up with clients regarding proposals, approvals, project updates, payments, dispatch, and installation schedules.

Proposal Preparation & BOQ Handling

• Preparing Sales Proposals, Quotations, BOQs, and solution documents for AV projects.

• Working on small, medium, and large proposals with multiple Excel sheets/workbooks.

• Understanding AV products like Displays, Projectors, VC Systems, Audio Systems, Speakers, Microphones, Control Systems, Video Walls, LED Walls, Switchers, Cabling, etc.

• Coordinating with vendors/OEMs for pricing, specifications, and availability.

• Checking warranty details from OEM/vendors and ensuring proper warranty is offered to clients.

Documentation & Record Management

• Maintaining complete records of:

• Client proposals and revisions
• Purchase Orders (POs)
• BOQs and technical documents
• Vendor quotations
• Sales-to-Purchase and Purchase-to-Sales records
• Client-wise project data
• Warranty and inventory details
• Installation and completion reports

• Taking references from previous proposals and existing client data while preparing new proposals.

• Maintaining daily records in Excel/software with proper documentation.

PO Verification & Coordination

• Comparing client Purchase Orders with submitted proposals/BOQs.

• Identifying differences between approved proposals and received POs.

• Coordinating with clients for corrections, clarifications, and revised proposals.

Inventory & Material Tracking

• Maintaining inventory records for materials dispatched to sites.

• Tracking purchased materials, stock movement, warranty, and vendor details.

• Maintaining records if alternate/substitute materials are used in projects.

Project Coordination & Execution Support

• Coordinating with Accounts Team for invoices and documentation.

• Coordinating with Stock Team for material arrangement and dispatch.

• Coordinating with Engineers for installation schedules and site readiness.

• Preparing installation reports, handover documents, and completion certificates.

• Taking project completion feedback from clients.

Service & Complaint Coordination

• Registering and maintaining client complaint records.

• Coordinating with engineers for troubleshooting and site visits.

• Registering complaints with OEMs for faulty materials and repair/replacement processes.

• Maintaining complete service history and support documentation.

Additional Backend AV Responsibilities

• Preparing AMC (Annual Maintenance Contract) proposals and renewals.

• Arranging PVMs and project documentation.

• Maintaining project trackers, delivery schedules, and installation status reports.

• Coordinating for material dispatch, courier tracking, and delivery updates.

• Maintaining client database, vendor database, and project history records.

• Supporting sales and technical teams with documentation and coordination work.

• Ensuring proper filing, accuracy, discipline, honesty, dedication, and timely completion of tasks.

Candidate Requirements

• Good knowledge of MS Excel, Email Drafting, and Documentation.

• Strong communication, coordination, and follow-up skills.

• Ability to manage multiple tasks and maintain systematic records.

• Responsible, sincere, disciplined, dedicated, and willing to learn.

• Ability to work under pressure and handle deadlines professionally.

• Basic understanding of Audio Visual products and backend coordination work will be an added advantage.