Back Office Executive

Aquent Future India; Gandhinagar; On-site; INR 240,000 - 420,000; Full time

Job summary

Aquent Future India in Gandhinagar, Gujarat is seeking a highly organized Back Office Executive to support day-to-day operations across departments. The role emphasizes administrative coordination, data management, documentation control, and customer support coordination to ensure smooth business functioning.

You will handle records, MIS reporting, internal coordination with Sales, Marketing, Operations, and Accounts, and maintain data confidentiality while delivering accurate, timely reports

Qualifications

• Graduate in any discipline; Computer Applications certs add value.
• Strong data management, reporting, and confidentiality.
• Proficient with MS Office and Google Workspace.

Responsibilities

• Manage day-to-day back-office operations efficiently.
• Maintain organized records, files, and business documentation.
• Provide administrative support to departments.
• Ensure smooth coordination between internal teams and stakeholders.
• Support management in operational planning and execution activities.
• Accurately maintain and update company databases and records.
• Perform data entry, verification, and validation.
• Ensure data accuracy, consistency and confidentiality.
• Organize and maintain digital and physical records for easy retrieval.
• Generate and maintain operational databases as required.
• Prepare, verify, and maintain business documents, agreements, reports, invoices, quotations, and correspondence.
• Ensure proper filing and document control procedures.
• Maintain updated records of all operational and administrative documents.
• Support compliance-related documentation and audit requirements.
• Handle customer inquiries through phone, email, WhatsApp, and other channels.
• Coordinate with relevant departments to ensure timely issue resolution.
• Maintain records of customer interactions and service requests.
• Monitor and follow up on pending customer concerns until closure.
• Prepare Daily, Weekly, and Monthly MIS Reports.
• Generate business performance reports and operational summaries.
• Maintain accurate tracking of activities, records, and performance metrics.
• Assist management with data analysis and report preparation for decision-making.
• Coordinate effectively with Sales, Marketing, Operations, Accounts, and Management teams.
• Schedule meetings, maintain communication records, and ensure follow-ups.
• Facilitate information flow between departments for smooth operations.
• Support cross-functional teams in achieving business objectives.
• Ensure adherence to company policies, processes, and operational guidelines.
• Maintain confidentiality of company information and business data.
• Identify process gaps and suggest improvements for operational efficiency.
• Support internal audits and quality control initiatives.

Skills

MS Office

Google Workspace

Data management

Analytical skills

Education

Graduate in any discipline

Computer Applications / Office Management cert

Tools

CRM/ERP software

Business Management Software

Job description

We are seeking a highly organized, detail-oriented, and proactive Back Office Executive to support the smooth functioning of day-to-day business operations. The role involves administrative coordination, data management, documentation control, customer support coordination, reporting, and operational assistance across various departments.

The ideal candidate should possess strong analytical skills, excellent computer proficiency, and the ability to manage multiple responsibilities while maintaining accuracy and confidentiality.

Key Responsibilities

Administrative & Operational Support

• Manage and execute day-to-day back-office operations efficiently.
• Maintain organized records, files, and business documentation.
• Provide administrative support to various departments.
• Ensure smooth coordination between internal teams and stakeholders.
• Support management in operational planning and execution activities.

Data Management & Record Keeping

• Accurately maintain and update company databases and records.
• Perform data entry, verification, and validation activities.
• Ensure data accuracy, consistency, and confidentiality.
• Organize and maintain digital and physical records for easy retrieval.
• Generate and maintain operational databases as required.

Documentation Management

• Prepare, verify, and maintain business documents, agreements, reports, invoices, quotations, and correspondence.
• Ensure proper filing and document control procedures are followed.
• Maintain updated records of all operational and administrative documents.
• Support compliance-related documentation and audit requirements.

Customer Support Coordination

• Handle customer inquiries through phone, email, WhatsApp, and other communication channels.
• Coordinate with relevant departments to ensure timely issue resolution.
• Maintain records of customer interactions and service requests.
• Monitor and follow up on pending customer concerns until closure.

Reporting & MIS Management

• Prepare Daily, Weekly, and Monthly MIS Reports.
• Generate business performance reports and operational summaries.
• Maintain accurate tracking of activities, records, and performance metrics.
• Assist management with data analysis and report preparation for decision-making.

Internal Coordination

• Coordinate effectively with Sales, Marketing, Operations, Accounts, and Management teams.
• Schedule meetings, maintain communication records, and ensure timely follow-ups.
• Facilitate information flow between departments for smooth operations.
• Support cross-functional teams in achieving business objectives.

Process Compliance & Quality Control

• Ensure adherence to company policies, processes, and operational guidelines.
• Maintain confidentiality of company information and business data.
• Identify process gaps and suggest improvements for operational efficiency.
• Support internal audits and quality control initiatives.

Required Skills & Competencies

Technical Skills

• Proficiency in MS Office (Excel, Word, PowerPoint).
• Strong working knowledge of Google Workspace (Sheets, Docs, Drive).
• Experience with CRM, ERP, or Business Management Software preferred.
• Excellent data management and reporting skills.

Soft Skills

• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• High attention to detail and accuracy.
• Problem-solving and analytical mindset.
• Ability to work independently and within a team environment.
• Professional attitude with strong work ethics.

Educational Qualification

• Graduate in any discipline from a recognized institution.
• Additional certification in Computer Applications, Administration, or Office Management will be an added advantage.

Experience

• 1 to 3 years of experience in Back Office Operations, Administration, Customer Support, Data Management, or related functions.
• Fresh graduates with strong computer skills and a positive attitude may also be considered.

Key Performance Indicators (KPIs)

• Accuracy and quality of data management.
• Timely completion of assigned tasks and reports.
• Efficiency in documentation and record maintenance.
• Customer query response and resolution turnaround time.
• Compliance with internal processes and operational standards.
• Overall contribution towards operational efficiency and business support.

Preferred Candidate Profile

• Well-organized and highly disciplined professional.
• Strong sense of responsibility and accountability.
• Ability to work under pressure and meet deadlines.
• Quick learner with a proactive approach.
• Positive attitude, professional conduct, and commitment to excellence.