Job Description: Back Office Assistant
Company: Mahalaxmi Diesels Pvt. Ltd. (Authorized Service Dealer – Kirloskar Oil & Engines Ltd.)
Location: Satara, Maharashtra
Job Type: Full-Time
Department: Service & Operations
Position Summary
We are seeking a detail-oriented and organized Back Office Assistant to join our Satara team. In this role, you will play a crucial part in coordinating our daily service operations, tracking field activities, managing spare parts records, and maintaining seamless communication with Kirloskar Oil & Engines Ltd. (KOEL).
Key Roles & Responsibilities1. Service Engineer & Site Allocation Management
- Prepare and manage daily site allocation schedules for Service Engineers (SE).
- Dispatch service engineers to client locations based on service calls, breakdown requests, and routine maintenance contracts.
- Track engineer locations and site arrival/completion times to ensure prompt service delivery.
2. Customer Visit & Field Service Tracking
- Maintain comprehensive records of engineer visits to client sites (frequency, nature of call, resolution status, and visit logs).
- Coordinate with customers to confirm site readiness and collect service feedback or signed job cards.
- Highlight pending or unresolved customer calls for management escalation.
3. Spare Parts & Inventory Documentation
- Maintain accurate daily records of spare parts issued to Service Engineers and consumed on client sites.
- Track spare parts inventory levels at the Satara office and flag stock reorder requirements.
- Cross-verify parts used against customer service invoices or job cards.
4. OEM (KOEL) Coordination & Reporting
- Attend mandatory Zoom meetings, webinars, and operational briefings hosted by KOEL.
- Note key actionable items and updates from KOEL meetings and share them with the branch team.
- Assist in preparing monthly or weekly service compliance reports as requested by KOEL or company management.
Qualifications & Requirements
- Education: Graduate or Diploma in any discipline (B.Com, B.Sc, B.A, or Diploma in Management/Engineering background preferred).
- Experience: 1–3 years of experience in back-office operations, service coordination, or administrative support (experience with automotive or industrial engine dealers is a plus).
- Computer Skills: Proficient in MS Office (Excel, Word), Zoom/Google Meet, and basic database or ERP entry.
- Communication: Clear communication skills in Marathi and Hindi (English proficiency is a strong advantage for KOEL meetings and email coordination).
- Key Traits: High organizational skills, attention to detail, time management, and problem-solving ability.
Key Performance Indicators (KPIs)
- 100% accurate daily logging of engineer site allocations.
- Zero errors in spare parts issue and consumption records.
- Timely attendance and reporting for all KOEL virtual meetings.
Pay: ₹12,000.00 - ₹15,000.00 per month
Benefits:
- Cell phone reimbursement
- Internet reimbursement
- Paid sick time
- Provident Fund
Work Location: In person
