Back Office Staff

JOB TITLE: BACK OFFICE EXECUTIVE Department: Operations & Administration

1. Roles & Responsibilities Quotation Management
2. 
   

• Prepare customer quotations as per the specifications and instructions provided.
• Ensure accuracy in measurements, pricing, material details and other quotation information.
• Make necessary corrections and revisions in quotations whenever required.

1. Order Processing & Coordination
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• Maintain proper records of confirmed customer orders.
• Coordinate with the sales and production teams to ensure smooth order processing.
• Track order progress and update the relevant records regularly.

1. Purchase & Material Coordination
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• Prepare purchase requirements for aluminium, glass, hardware and other materials.
• Coordinate with suppliers and vendors regarding material availability, pricing and delivery schedules.
• Maintain proper purchase records and follow up on pending materials.

1. Documentation & Data Management
2. 
   

• Maintain customer records, quotations, purchase orders and other business documents.
• Update company Excel sheets and reports on a regular basis.
• Ensure that all records are accurate, organised and easily accessible.

1. Internal Coordination
2. 
   

• Coordinate with sales, production, accounts and other departments.
• Communicate pending tasks and important updates to the concerned team members.
• Ensure timely information sharing between departments.

1. Follow-ups & Reporting
2. 
   

• Follow up on pending quotations, purchase requirements and operational activities as assigned.
• Prepare daily and weekly work reports.
• Highlight delays, errors or pending tasks to the reporting manager.

1. General Administrative Responsibilities
2. 
   

• Handle routine office documentation and administrative work.
• Maintain confidentiality of company information, customer details and pricing.
• Perform additional responsibilities assigned by the management from time to time.
• Performance Expectations Accuracy and attention to detail in all assigned work.
• Timely completion of assigned tasks.
• Proper coordination and communication with team members.
• Maintaining discipline, punctuality and professional conduct.
• Taking ownership of assigned responsibilities and ensuring proper follow-through.

Reporting To: Management / Reporting Manager

The employee is expected to perform the above responsibilities with sincerity, accountability and professionalism in the best interest of the company.