Back Office Executive

Job Description

1. GENERAL ADMINISTRATION: Handling all Administrative Activities like Maintenance of Office Equipment, Logistics, Housekeeping & Maintenance of Office; Monitor Inventory of Office Supplies and the Purchasing of New Material with attention to Budgetary Constraints; Record Keeping of Office Stationery including various Forms & Formats; Monitoring Adherence to Statutory Regulations & Compliance with various Governmental Agencies; and Monitoring Disciplinary Issues & Legal Matters.2. FACILITIES MANAGEMENT: Handling Back Office Operations; Travel & Ticketing; Hotel Booking; Electricity Bill Payments; Mobile Bill Payments; Petty Cash Management; Inter-Office Correspondence; Confidential Mails; Event Management; Purchases, Repairs and Maintenance; Logistics for Events and Workshops; Shops & Establishments Act and other Statutory Compliance; and Courier Management; Maintain Safe and Healthy Work Environment by establishing, following and enforcing Standards and Procedures.3. VENDOR MANAGEMENT: Prepare Vendor Management Strategies; Coordinate all Vendor Management Tasks inclusive of working with External Vendors and Internal Employees; Ensure Enterprise-Wide Needs for Due Diligence, Risk Assessment and Continuing Vendor Monitoring are being accomplished; Negotiate New and Existing Vendor Contracts; Liaison with Suppliers and negotiate Competitive Pricing; Ensure to track, measure, report and evaluate vendor performance; Troubleshoot all vendor problems and present to management as required; Facilitate Delivery Arrangements and Stock Management4. INVENTORY & STOCK MANAGEMENT: Maintain and Replenish Inventory, Check Stock to determine Inventory Levels & anticipate needed Supplies, Verify Receipt of Supply; Examine the Levels of Supplies and Raw Material to determine Shortages; Document Daily Deliveries and Shipments to Update Inventory; Prepare Detailed Reports on Inventory Operations, Stock Levels & Adjustments; Perform Daily Analysis to Predict Potential Inventory Problems; Report on Inventory Activities and Variances; Order New Supplies to avoid inefficiencies or excessive surplus; Analyze different Suppliers to obtain the best Cost-Effective Deals.5. PROJECT MANAGEMENT: Oversee Proper Allocation of the Assigned Projects and their timely Completion; Oversee & Monitor the Daily Schedules & Job Work of the Internal Staff associated with the Project to facilitate timely Completion of Job Contracts.6. BILLING & COLLECTIONS: Oversee and Streamline Billing and Collections Processes; Usage of Internal Software Application for raising Quotations & Invoicing; Liaison with Clients for Billing & Payments; Manage Account Balances to discover Outstanding Debts or other Inconsistencies; Collect all Information needed to calculate Bills Receivable (Order Amounts, Discount Rates etc.); Check the Data Input in the Accounting System to ensure accuracy of Final Bill; Issue Invoices and Bills and send them to customers through various channels (Courier, Mail, E-mail etc.); Receive Payments through various Methods (Cash, Cheque, Demand Drafts, Online Payments etc.) and check for Credibility; Send Reminders for Payments and Contact Customers when assigned; Update Accounting Records with New Payments, Balances, Customer Information etc.; Answer Questions and Handle Complaints from Customers regarding Bills; Oversee the day-to-day Operations of the Billing Section to ensure accuracy of the Billing Processes.7. LIASON WITH CLIENT PERSONNEL: Liaison and Communication with the Client Representatives for Project Implementation & Monitoring Activities; Job Completion Report Generation & its timely Submission to Clients for facilitating timely Payment & Collections; Ongoing Project Monitoring to facilitate timely completion of Job Contracts.

Keyskills :
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