Back-end Executive

**Job Profile: Back Office Assistant**

Welcome to the team! As a **Back Office Assistant**, your role is essential to the smooth operation of our business.

Below is a summary of your key responsibilities:

1. **Email Communication**

* Send and respond to official emails on behalf of the company.

* Maintain clear, professional, and prompt communication with clients, vendors, and internal teams.

* Organize and archive email correspondence systematically.

2. **Quotations / Invoicing**

* Prepare accurate and well-formatted quotations based on client requirements and pricing structures.

* Coordinate with the sales or procurement team to ensure all quote details are correct.

* Follow up with clients after sending quotations to address any queries or updates.

* Generate invoices using our invoicing software/system.

* Send invoices to clients and maintain proper billing records.

3. **CRM Handling**

* Maintain and update the Customer Relationship Management (CRM) system with current data on clients, leads, and communication history.

* Ensure all follow-ups, tasks, and activities are logged accurately.

* Assist the sales team with reports or information extracted from the CRM.

4. **Follow-up for Payments**

* Track outstanding invoices and due dates.

* Send polite and professional reminders to clients for pending payments.

5. **Logistics Coordination**

* Assist in coordinating shipments or deliveries as per order schedules.

* Communicate with logistics partners and ensure timely dispatch and delivery.

* Maintain records of shipping documents, tracking IDs, and delivery confirmations.

### **Skills Required**

* Good communication and email etiquette

* Attention to detail

* Time management and organizational skills

* Familiarity with office software (MS Office, email clients, CRM platforms, invoicing tools)

We expect professionalism, efficiency, and a proactive approach in this role. You’ll be supported by the team and guided during the onboarding period.