We are looking for a proactive and detail-oriented Back Office Executive to support our sales and operations team. The candidate will be responsible for order processing, customer communication, payment follow-ups, ERP data management, quotation preparation, and providing administrative support to the sales team to ensure smooth business operations.
Key Responsibilities
Order Processing & Coordination
* Process and load branch orders to Head Office accurately and within defined timelines.
* Coordinate with internal departments for order execution and status updates.
* Track pending orders and ensure timely closure.
Customer Communication
* Handle email communication with customers, vendors, and internal teams.
* Respond to customer inquiries and coordinate for required information and documentation.
* Maintain records of all customer correspondence.
Payment Follow-up
* Conduct payment collection and follow-up calls with customers.
* Coordinate with the accounts team for reconciliation and outstanding payments.
* Prepare and share payment status reports periodically.
ERP & Data Management
* Ensure timely and accurate entries in the company ERP system.
* Update customer information, quotations, orders, payments, and other relevant records.
* Maintain data accuracy and generate reports as required.
Quotation & Documentation Support
* Prepare and send quotations to clients based on inputs from the sales team.
* Assist in proposal preparation, tender documentation, and other sales-related paperwork.
* Maintain quotation and document repositories for future reference.
Sales Team Support
* Provide administrative and operational support to the sales team.
* Coordinate meetings, follow-ups, and customer documentation.
* Track sales activities and maintain MIS reports.
Required Skills & Qualifications
* Graduate in Commerce, Business Administration, or any related discipline.
* 1–3 years of experience in back-office operations, sales coordination, or customer support.
* Good communication skills (written and verbal).
* Proficiency in MS Office (Excel, Word, Outlook).
* Experience working on ERP systems is preferred.
* Strong organizational skills and attention to detail.
* Ability to manage multiple tasks and meet deadlines.
Key Competencies
* Customer-oriented approach
* Effective communication
* Follow-up and coordination skills
* Accuracy and attention to detail
* Time management
* Teamwork and collaboration
Preferred Experience
* Experience in engineering, construction, software, or technology-related industries will be an added advantage.
Work Location: In person
