Back Office Assistant

Job Opening: Back Office Assistant

Location: Mumbai
Salary: ₹20,000–₹25,000 per month
Experience: 2–3 years
Employment Type: Full-time

Key Responsibilities

1. Material Inward and Outward

• Maintain records of all material inward and outward transactions.

• Verify materials against invoices, delivery challans, and purchase orders.

• Prepare delivery challans and material-movement documents.

• Maintain accurate stock and material-movement records.

2. Service Tools Management

• Manage the inward and outward movement of service tools.

• Maintain tool issue, return, and pending records.

• Follow up with customers and service teams regarding the return of tools.

• Ensure proper documentation and tracking of all service tools.

3. Local Dispatches and Logistics

• Handle and coordinate local dispatches.

• Coordinate with transporters, couriers, and delivery personnel.

• Prepare dispatch documents and delivery challans.

• Track deliveries and maintain proof-of-delivery records.

• Follow up to ensure materials are delivered on time.

4. Internal Material Transfers

• Manage internal material transfers between branches, departments, and warehouses.

• Prepare internal material-transfer notes and supporting documents.

• Coordinate with the concerned teams for material receipt and confirmation.

• Update transfer details in the relevant registers or system.

5. Pune Team Coordination

• Coordinate with the Pune team regarding materials, service tools, and dispatches.

• Follow up on pending materials, documents, and operational requirements.

• Share regular status updates with the Pune team.

• Ensure smooth communication between the Mumbai and Pune teams.

6. Daily Cash Expenses and Accounts Support

• Prepare and submit the daily cash-expenses report.

• Maintain petty-cash records, bills, and payment vouchers.

• Verify expense bills and supporting documents.

• Coordinate with the accounts team regarding expense submissions and settlements.

7. MIS and Back-Office Administration

• Prepare daily, weekly, and monthly MIS reports using Advanced Excel.

• Handle data entry, invoices, quotations, purchase orders, and sales records.

• Manage emails, filing, and document verification.

• Coordinate with the sales, accounts, warehouse, service, and logistics teams.

• Ensure all records are accurate and updated on time.

8. Sales and Field Enquiry Registration

• Register all sales and field enquiries in the CRM or enquiry register.

• Record customer details, product requirements, enquiry source, and assigned salesperson.

• Forward enquiries to the appropriate sales representative.

• Coordinate with field-sales executives for enquiry updates.

• Track quotation status, follow-ups, and customer responses.

• Update enquiry stages, including open, follow-up, converted, and closed.

• Prepare daily and monthly sales enquiry reports.

• Ensure all enquiries are accurately recorded and followed up on time.

Candidate Requirements

• Graduate in any discipline.

• 2–3 years of relevant back-office or administrative experience.

• Advanced Excel knowledge, including Pivot Tables, VLOOKUP/XLOOKUP, formulas, filters, and data analysis.

• Experience in material inward/outward, local dispatches, and inventory documentation.

• Basic knowledge of accounts, petty cash, and expense reporting.

• Experience using CRM software or maintaining sales enquiry records.

• Good knowledge of MS Office and email communication.

• Strong coordination, communication, and follow-up skills.

• Good attention to detail and the ability to manage multiple responsibilities.

• Candidates residing in Mumbai will be preferred.

How to Apply

Interested candidates can send their updated résumé to:

Email: hr@infinityprotools.com
Contact/WhatsApp: 9026166828

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.