Back Office Business Operations Manager

Location: Delhi
Industry: Modular Kitchens, Wardrobes & Interior Solutions
Department: Operations & Administration
Reporting To: Owners / Directors

About the Role

We are looking for a highly organised, proactive, and responsible Operations & Coordination Manager to oversee day-to-day coordination between clients, designers, site supervisors, factory staff, and the management team. The ideal candidate will ensure that all daily activities are properly scheduled, followed up, documented, and communicated to the owners, ensuring the business operates smoothly and efficiently.

Key Responsibilities

Client Coordination & Follow-ups

• Make regular calls to clients and take timely follow-ups on ongoing projects, drawings, approvals, payments, measurements, site readiness, and installations.

• Schedule meetings with clients and coordinate appointments.

• Invite prospective and existing clients to the factory and coordinate their visits.

• Maintain professional communication with clients throughout the project lifecycle.

Daily Staff Coordination

• Collect daily work plans and updates from designers, site supervisors, and other staff.

• Maintain a clear record of what each team member is working on today and what is planned for the following day.

• Report the daily agenda and important updates directly to the owners.

• Track designers' drawings and revisions, including which drawings are being prepared, pending, or completed.

• Coordinate and track site visits, client meetings, measurements, payment collections, installations, and other field activities.

• Follow up with team members to ensure assigned tasks are completed within the committed timelines.

Operations & Scheduling

• Prepare and maintain daily and next-day task schedules.

• Coordinate material dispatches and ensure the concerned team members are informed in advance.

• Track upcoming deliveries, installations, site requirements, and factory activities.

• Identify delays, pending tasks, or operational issues and escalate them to management promptly.

• Ensure smooth coordination between the office, factory, designers, site supervisors, vendors, and clients.

Documentation & Data Management

• Maintain office records, client data, project information, quotations, follow-up records, schedules, and other operational documents.

• Keep Google Sheets/Excel records updated and organised.

• Maintain accurate records of pending payments, client follow-ups, project status, material requirements, and dispatches.

• Ensure that important information is properly documented and readily accessible to management.

Estimates & Commercial Coordination

• Prepare preliminary price estimates and quotations based on project requirements and company pricing.

• Coordinate with the owners, designers, and factory team to obtain required costing and material information.

• Follow up with clients regarding quotations and proposals.

• Maintain records of quotations sent, revisions, approvals, and pending decisions.

The Ideal Candidate

• Excellent communication and interpersonal skills.

• Highly organised with strong attention to detail.

• Comfortable making frequent calls and taking follow-ups.

• Good knowledge of MS Excel / Google Sheets / Google Drive.

• Able to manage multiple tasks simultaneously without losing track of deadlines.

• Proactive and capable of identifying pending work without constant supervision.

• Professional, confident, and comfortable communicating directly with clients and senior management.

• Ability to coordinate effectively with multiple departments and field staff.

• Prior experience in interior design, modular kitchens, furniture, construction, project coordination, or a similar industry would be an advantage.

Key Objective of the Role

The primary objective of this position is to ensure that nothing gets missed.

Every day, the executive should have a clear understanding of:
What is happening today → What is pending → What happens tomorrow → Who is responsible → What needs to be communicated to the owners.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 6+ years Experience.