Back Office / Data Entry Executive

Job Overview

A Back Office / Data Entry Executive is responsible for managing data, maintaining records, organizing documentation, supporting daily operations, and coordinating with internal and external teams . The role ensures smooth business functioning by handling administrative tasks , ensuring accuracy in data management , and providing support to management and field staff . This role requires attention to detail, accuracy, organizational skills, time management, and strong communication abilities . Back office executives are an essential part of ensuring that the organization s operations run efficiently and effectively .

Key Responsibilities

1. Data Management

• Accurately enter, update, and maintain company records, databases, and files .
• Ensure that all information entered into systems is correct and up to date .
• Prepare daily, weekly, and monthly reports as required by management.
• Verify data accuracy and cross-check details to minimize errors.
• Manage client information, employee records, financial documents, and transaction logs .

2. Documentation & Filing

• Prepare, manage, and organize all official documents including:
  • Invoices
  • Purchase orders
  • Quotations
  • Agreements
  • Bills and receipts
• Maintain both physical and digital filing systems for easy retrieval.
• Ensure documents are properly labeled, stored, and archived .
• Assist in preparing presentations, reports, and official letters when needed.

3. Coordination & Support

• Coordinate with field staff , sales teams , and management to ensure smooth workflow.
• Act as a point of contact between clients, suppliers, and internal departments .
• Support operations, HR, finance, and administration teams as required.
• Follow up on pending approvals, payments, and project-related activities.
• Ensure timely communication between different teams for seamless business operations.

4. Administrative Assistance

• Assist management in daily office activities and decision-making processes.
• Handle scheduling, appointment bookings, and meeting coordination.
• Support in arranging company events, training sessions, and workshops .
• Track office inventory, manage supplies, and coordinate with vendors when needed.
• Maintain office-related databases and provide reports when requested.

5. Communication & Client Handling

• Respond to emails, calls, and client queries in a professional and timely manner.
• Draft letters, notices, and other correspondence documents.
• Build strong working relationships with clients and internal teams .
• Ensure all communication is clear, accurate, and respectful.

6. Problem-Solving & Troubleshooting

• Handle routine office-related challenges independently.
• Escalate major issues to the appropriate department or manager.
• Propose process improvements to enhance eff...