Back Office Executive

Back Office Executive

Key Responsibilities:

• Data Entry & Management:

  • Accurately input, update, and maintain various types of data into internal systems, databases, and spreadsheets (e.g., customer information, sales figures, inventory data, transaction details).

  • Ensure data integrity and consistency by performing regular checks and verifications.

  • Generate reports and summaries from compiled data as required.

• Document Processing & Filing:

  • Manage and process various documents, including invoices, purchase orders, client agreements, reports, and internal correspondence.

  • Maintain organized physical and digital filing systems for easy retrieval of documents, ensuring confidentiality where necessary.

  • Scan, photocopy, and bind documents as needed.

• Administrative Support:

  • Provide general administrative support to multiple departments, including drafting emails, letters, and memos.

  • Handle incoming and outgoing correspondence, including couriers and mail.

  • Assist in preparing presentations and other office-related materials.

  • Manage office supplies inventory and place orders when necessary.

• Communication & Coordination:

  • Liaise with internal teams (e.g., sales, operations, finance) to gather information, clarify details, and ensure smooth workflow.

  • Handle basic inquiries from clients or vendors, directing complex issues to the appropriate department.

  • Coordinate meetings, appointments, and travel arrangements as required.

• Record Keeping & Compliance:

  • Maintain meticulous records of all transactions, operations, and administrative activities.

  • Ensure all processes adhere to company policies and relevant regulatory guidelines.

  • Assist in preparing for audits by organizing and presenting required documentation.

• Problem Solving:

  • Identify and resolve routine administrative issues and discrepancies efficiently.

  • Escalate complex problems to the relevant supervisor or department for resolution.