Back Office Operation Executive

About the Role

We are looking for a detail-oriented and process-driven Q2C & Procurement Executive / Operation Executive to manage the end-to-end workflow from quotation to payment realization while coordinating procurement of language resources, voice-over artists, video editors, translators, and production vendors.

The ideal candidate should have experience in handling project coordination, vendor sourcing, cost negotiation, quote management, purchase orders, invoicing, and cross-functional coordination in a fast-paced media/localization environment.

Key Responsibilities

1. Quote-to-Cash (Q2C) Management

· Prepare and manage client quotations, cost sheets, and quote IDs for translation, subtitling, dubbing, voice-over, adaptation, and video production projects.

· Ensure all projects are processed with proper quote approvals and internal documentation before production initiation.

· Coordinate with sales, production, finance, and project teams to ensure seamless workflow execution.

· Track projects from quotation → work order → production → delivery → invoicing → payment collection.

· Maintain project profitability through proper budgeting and cost control.

· Coordinate with the finance team for invoice submission, payment tracking, and receivables follow-up.

· Maintain accurate project MIS, cost records, billing trackers, and client documentation.

2. Procurement & Vendor Management

· Source and onboard translators, voice-over artists, subtitlers, DTP artists, video editors, motion graphics artists, AI localization specialists, and production vendors across national and international languages.

· Obtain quotations from vendors and negotiate pricing while maintaining quality standards.

· Release work orders and coordinate vendor assignments as per project requirements and timelines.

· Maintain and update a vendor database, rate cards, NDAs, agreements, and performance records.

· Ensure timely procurement of resources for urgent and volume-based projects.

· Monitor vendor performance based on quality, TAT, pricing, and reliability.

3. Project Coordination & Operations

· Coordinate with internal production teams for smooth project execution and delivery timelines.

· Ensure adherence to client specifications, glossaries, quality guidelines, and timelines.

· Handle escalation management related to vendor availability, delivery delays, or quality issues.

· Work closely with operations to streamline workflows using AI tools and automation technologies.

4. Documentation & Compliance

· Maintain purchase orders, vendor invoices, project trackers, and internal approvals.

· Ensure all projects are aligned with commercial approvals and budget allocations.

· Maintain proper records for audit, backend operations, and finance tracking.

Required Skills & Qualifications

· Bachelor’s degree in Business Administration, Media, Operations, Supply Chain, or related field.

· 1–3 years of experience in procurement, Q2C operations, project coordination, localization, or media production.

· Strong knowledge of quotation management, vendor coordination, procurement, and billing processes.

· Experience working with translation, dubbing, subtitling, e-learning, video production, or media projects will be preferred.

· Good understanding of Excel, MIS reporting, cost sheets, and project tracking systems.

· Strong negotiation, communication, and vendor management skills.

· Familiarity with AI tools, CAT tools, localization workflows, and media production processes is an added advantage.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.