Back Office Operations

Training Guide for New Employee: Workflow & Documentation•

1. Overview of Our Operations

- Role: Government contractors supplying clamps, connectors, capacitor cells, etc., to AP Transco and TG Transco.

- Key Clients: Government departments (e.g., AP Transco, TG Transco).

- Process: Participate in government tenders → Produce/deliver materials → Bill and recover payments.

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2. Step-by-Step Tender Process

A. Tender Acquisition

1. Purchase Tender Specifications:

- Cost: ₹590 per tender specification (purchased from the government portal).

- Save these documents in a dedicated folder (e.g., "Tender Specs – [Tender Name]").

B. Tender Submission

2. Calculate & Pay EMD (Earnest Money Deposit):

- EMD = 2% of the total tender value.

- Submit tender documents + EMD proof (bank guarantee/demand draft).

- Record in Excel: Maintain an EMD Tracker with columns:

- Tender Name | EMD Amount | Date Paid | Status (Refunded/Pending).

C. Post-Tender Award

3. Await Purchase Order (PO):

- After winning the tender, wait for the official PO from the government department.

- Verify PO details (material quantities, delivery timelines, consignee/billing officer details).

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3. Production & Delivery

4. Production Phase:

- Start production once PO is received.

- Typical delivery window: 2–3 months from PO date.

5. Delivery & Documentation:

- Prepare delivery challan (list of materials dispatched).

- Deliver materials to the consignee specified in the PO.

- Save delivery proof (signed challan copy).

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4. Billing & Payment Recovery

6. Prepare Bills:

- Generate invoices in MS Word (use template shared).

- Include PO number, delivery challan reference, and consignee details.

- Submit bills to the billing officer mentioned in the PO.

7. Payment Cycle:

- Payment is typically received within 30 days of billing.

- Track pending payments in the EMD Tracker Excel sheet.

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5. Documentation & Record-Keeping

A. Mandatory Excel Trackers:

- EMD Tracker: Track all EMDs paid and refund status.

- Material Rate Tracker: Record rates of materials supplied for future tender comparisons.

- Comparative Statement: Prepare in Excel to analyze competitor rates vs. ours for future bids.

B. MS Word Templates:

- Tender specifications, purchase orders, quotations, delivery challans, and invoices.

- Save all documents in clearly labeled folders (e.g., "PO – Anantapur Project").

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6. Key Responsibilities

- Monitor tender portals regularly for new opportunities.

- Ensure 100% compliance with PO timelines to avoid penalties.

- Follow up with billing officers for pending payments.

- Update Excel trackers in real-time for audit readiness.

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7. Tools You’ll Use

- MS Excel: For EMD tracking, material rates, and comparative statements.

- MS Word: For creating bills, quotations, and official letters.

- Cloud/Shared Drive: To store all tender-related documents securely.

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8. Training Support

- Hands-On Practice: You’ll shadow the team to create sample tenders, trackers, and bills.

- Q&A Sessions: Weekly check-ins to clarify doubts.

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Next Steps for Employee:

1. Familiarize yourself with the Excel trackers and MS Word templates.

2. Review past tender documents (shared in the drive).

3. Practice creating a sample comparative statement.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 5 years of experience.

More about this Back Office Operations job

1. What is the eligibility criteria to apply for this Back Office Operations job?
   Ans: The candidate should be Post Graduate and above and above with 1 - 5 years of experience of experience
2. How much salary can I expect for this job role?
   Ans: You can expect a salary of ₹15000 - ₹17000 per month that depends on your interview. It's a Full Time job in Hyderabad.
3. How many working days are there for this Back Office Operations job?
   Ans: This Back Office Operations job will have 6 working days.
4. Are there any charges applicable while applying or joining this Back Office Operations job?
   Ans: No, there is no fee applicable for applying this Back Office Operations job and during the employment with the company, i.e., ALTAF ENGINEERS.
5. Is it a work from home job?
   Ans: No, it’s not a work from home job and can't be done online.
6. How many openings are there for this Back Office Operations role?
   Ans: There is an immediate opening of 1 Back Office Operations at ALTAF ENGINEERS
7. Who can apply for this job?
   Ans: Only Female candidates can apply for this Back Office / Data Entry job.
8. What are the timings of this Back Office Operations job?
   Ans: This Back Office Operations job has 09:30 AM - 06:00 PM timing.