Accuracy 100%ErrorUpdatesDaily SalesJob Description
Back Office Administrator & Billing Executive
Department
Operations / Sales Support
Reporting To
Department Manager & Director
Job Summary
We are looking for a smart, analytical, and detail-oriented Back Office Administrator & Billing Executive who can efficiently manage billing, inventory records, MIS reports, and business data. The ideal candidate should not only perform day-to-day administrative tasks but also analyze data, identify gaps, suggest improvements, and support management in making informed business decisions.
Key Responsibilities
Billing & ERP Management
- Generate accurate sales invoices through Tally/ERP software.
- Ensure timely billing with zero errors.
- Maintain complete billing records and documentation.
- Coordinate with the sales and warehouse teams for order processing.
- Resolve billing discrepancies promptly.
Inventory Management
- Maintain accurate stock records in the ERP/software.
- Monitor stock movement and inventory availability.
- Perform regular stock reconciliation.
- Track fast-moving, slow-moving, and dead stock.
- Coordinate with the warehouse to maintain inventory accuracy.
- Visit warehouses whenever required for stock verification and audits.
Data Management & MIS
- Prepare daily, weekly, and monthly MIS reports.
- Maintain sales, inventory, billing, and operational reports.
- Analyze business data and present meaningful insights.
- Create dashboards and reports using Excel.
- Maintain accurate records for management review.
Excel & Data Analysis
- Work efficiently with Advanced Excel.
- Prepare Pivot Tables, VLOOKUP/XLOOKUP, INDEX-MATCH, dashboards, charts, and analytical reports.
- Generate reports for sales performance, inventory status, and operational efficiency.
- Identify trends and opportunities through data analysis.
Sales Support
- Maintain salesperson-wise performance reports.
- Prepare ROAS (Return on Activity/Sales Analysis) reports.
- Track daily sales, productivity, collections (if required), and achievements.
- Support the sales team with reports and data whenever required.
Process Improvement
- Identify inefficiencies in existing processes.
- Suggest improvements to increase productivity and reduce operational costs.
- Recommend automation wherever possible.
- Continuously improve reporting formats and business workflows.
Coordination
- Coordinate with Sales, Warehouse, Dispatch, Accounts, and Management.
- Ensure timely communication between departments.
- Support management with business data and decision-making reports.
Required Skills
- Strong knowledge of Tally or ERP software.
- Excellent command of MS Excel (Advanced Excel preferred).
- Strong analytical and problem-solving skills.
- Good understanding of inventory management.
- Strong numerical ability and attention to detail.
- Excellent communication and coordination skills.
- Ability to work under deadlines.
- Positive attitude with an ownership mindset.
Key Result Areas (KRAs)1. Billing Accuracy
- Generate error-free invoices.
- Complete billing within defined timelines.
- Ensure proper documentation.
2. Inventory Accuracy
- Maintain accurate stock records.
- Minimize stock mismatches.
- Ensure timely stock updates.
3. MIS & Reporting
- Submit daily, weekly, and monthly reports on time.
- Maintain accurate dashboards.
- Deliver meaningful business insights.
4. Excel & Data Analytics
- Prepare analytical reports independently.
- Build dashboards for management.
- Identify business trends through data.
5. Sales Performance Analysis
- Maintain salesperson-wise reports.
- Analyze ROAS and productivity.
- Highlight underperforming areas with recommendations.
6. Process Improvement
- Suggest new systems and improvements.
- Reduce manual work through better reporting.
- Improve operational efficiency.
7. Coordination
- Ensure smooth communication between departments.
- Resolve operational issues promptly.
- Support management with accurate information.
8. Warehouse Coordination
- Conduct stock verification whenever required.
- Maintain synchronization between warehouse stock and ERP.
Key Performance Indicators (KPIs) KPITarget Billing Accuracy 99.9% + Billing TATSame DayInventory Accuracy99%+ERP Data Accuracy99%+Daily Reports100% On TimeWeekly MIS100% On TimeMonthly MIS100% On TimeDashboard UpdatesDailySales Analysis ReportsWeeklyStock ReconciliationMonthly / As RequiredData Analysis SuggestionsMinimum 2 improvements every monthProcess Improvement InitiativesMinimum 1 implemented every quarterExcel EfficiencyAbility to prepare advanced reports independentlyInterdepartmental CoordinationExcellentWarehouse VisitsAs RequiredDocumentation Accuracy 100%Error Resolution Within 24 HoursIdeal Candidate Profile
- Graduate in Commerce, Business Administration, or a related field.
- 2–5 years of experience in Billing, MIS, Inventory, or Back Office Operations.
- Proficient in Tally/ERP software.
- Advanced knowledge of Microsoft Excel.
- Strong analytical mindset with excellent attention to detail.
- Ability to interpret business data and provide actionable recommendations.
- Self-driven, proactive, and solution-oriented.
- Willing to visit warehouses and coordinate across departments whenever required.
Success in This Role
A successful candidate will not be viewed as just a billing executive or data entry operator. They will act as a business support professional who provides accurate data, meaningful analysis, operational improvements, and actionable insights that help management make faster and better business decisions.
Pay: ₹22,000.00 - ₹30,000.00 per month
Experience:
- Tally: 2 years (Preferred)
Work Location: In person
