Back Office Assistant

Job Description – Back Office Assistant

Department: Production
Company: Pushpa Jewellers Ltd.
Job Type: Full-Time
Starting Salary: ₹13,000 per month
Salary Review: After completion of 6 months, based on performance, reliability and capability.

Role Purpose

The Back Office Assistant will support the Production Department in its day-to-day operations. The role involves handling valuable jewellery/materials, maintaining accurate inventory records, coordinating movement of goods, assisting senior team members, and ensuring that every item received, issued or transferred is properly accounted for.

This is a trust-sensitive and accuracy-sensitive position. The employee will be expected to maintain high standards of honesty, discipline, confidentiality and attention to detail.

Key Responsibilities

1. Inventory & Valuable Material Handling

• Receive, count/weigh and record jewellery, components, stones, semi-finished goods and other production materials as instructed.

• Maintain accurate records of all items received, issued, returned, transferred or pending.

• Ensure physical stock matches the records maintained in the system/register.

• Assist seniors during physical stock verification and reconciliation.

• Immediately report any shortage, excess, mismatch, damage or unusual movement of material.

• Ensure valuable materials are never left unattended or transferred without proper authorization and documentation.

2. Production Back Office Support

• Maintain production-related registers, Excel sheets, ERP entries, job cards and other records as required.

• Assist in preparing materials/items for issue to production teams, karigars, vendors or other departments.

• Track items sent for different production processes and follow up on pending returns.

• Maintain proper identification/tagging of items to prevent mixing or loss.

• Help maintain an organized flow of material between different stages of production.

3. Reporting & Documentation

• Prepare daily and periodic reports as required by Production Seniors/Management.

• Report pending jobs, stock discrepancies, delayed items and other exceptions.

• Maintain proper supporting documents for every movement of valuable material.

• Ensure entries are completed promptly and are not kept pending for later.

• Assist seniors with data collection and preparation of production reports.

4. Assistance to Senior Team Members

• Provide day-to-day administrative and operational assistance to Production Seniors.

• Carry out assigned tasks related to production coordination, documentation and inventory.

• Follow up internally with different departments or team members when required.

• Assist during stock audits, stock counts and production reviews.

• Take responsibility for additional production/back-office tasks assigned by seniors from time to time.

5. Accuracy, Security & Accountability

The employee will be handling high-value company property and therefore must:

• Follow all material-handling and security procedures strictly.

• Never hand over any material without proper authorization.

• Never make undocumented adjustments to inventory records.

• Maintain confidentiality regarding stock, designs, production information and company data.

• Immediately escalate any discrepancy instead of attempting to independently adjust or conceal it.

• Take ownership of materials and documents entrusted to them until properly handed over.

Required Skills & Qualities

• High level of honesty and integrity

• Strong attention to detail

• Comfortable working with numbers and quantities

• Basic computer knowledge

• Basic knowledge of Excel preferred

• Ability to maintain registers and records accurately

• Ability to follow processes and instructions

• Good organizational skills

• Ability to work responsibly with valuable materials

• Willingness to learn jewellery production and inventory processes

• Ability to communicate clearly with seniors and coworkers

• Disciplined, punctual and dependable

Preferred Candidate Profile

Education: Minimum Higher Secondary (12th Pass); graduate preferred.

Experience: Freshers may apply. Previous experience in jewellery, inventory, warehouse, production, back office or stock handling will be an advantage.

The ideal candidate should be responsible, stable, trustworthy and process-oriented, rather than someone looking only for a desk-based administrative role.

Performance Expectations

During the first six months, performance will primarily be evaluated on:

1. Inventory Accuracy – Minimum errors/mismatches in stock handling and entries.

2. Reliability & Integrity – Responsible handling of valuable company property.

3. Documentation Discipline – Timely and complete entries for material movements.

4. Reporting Discipline – Prompt escalation of discrepancies and pending matters.

5. Task Completion – Completing work assigned by seniors accurately and on time.

6. Learning Ability – Understanding production, inventory and company processes.

7. Attendance & Punctuality – Regular and disciplined attendance.

8. Team Support – Ability to effectively assist seniors and other production team members.

Compensation & Growth

Starting Salary: ₹13,000 per month

The employee's performance will be formally reviewed after 6 months. Based on performance, accuracy, discipline, reliability, ability to take responsibility and overall contribution to the department, the company may consider a salary revision and/or expansion of responsibilities.

Employees who demonstrate strong reliability and inventory-control capability may progressively be given greater responsibility within the Production Department.

Important Nature of the Role

This position involves regular handling of valuable jewellery, gold-related materials, stones, components and company inventory. Therefore, trust, accuracy and accountability are fundamental requirements of the job.

Any deliberate manipulation of records, unauthorized movement of material, concealment of discrepancies, misuse of company property or breach of confidentiality will be treated as a serious violation of company policy.

• It is a Full Time Back Office / Data Entry job for candidates with 0 - 2 years of experience.