Back Office Operations Assistant

To ensure smooth execution of daily business operations by coordinating between Sales, Production, Procurement, Accounts, Logistics, Warehouse, and Management. The Operational Assistant acts as the central point of communication and execution support for the Director, ensuring that commitments, orders, payments, dispatches, and follow-ups are completed on time.

Key Responsibilities

1. Order Management & Execution

• Receive and track all customer orders.

• Coordinate with sales team for order confirmations.

• Generate internal order sheets.

• Ensure orders move smoothly from sales to production to dispatch.

• Maintain order status tracker.

• Follow up on pending orders and deliveries.

2. Production Coordination

• Coordinate daily with production team.

• Monitor production schedules.

• Track material shortages and delays.

• Ensure production completion as per delivery commitments.

• Update management on daily production status.

3. Procurement Support

• Track material requirements from production.

• Coordinate with vendors for quotations and deliveries.

• Follow up on pending purchase orders.

• Maintain procurement tracker.

• Ensure timely availability of raw materials.

4. Warehouse & Inventory Coordination

• Maintain stock reports.

• Monitor inward and outward entries.

• Verify physical inventory records.

• Coordinate dispatch planning.

• Track slow-moving and non-moving inventory.

5. Accounts & Payment Coordination

• Follow up on customer payments.

• Coordinate with accounts for invoicing.

• Track vendor payments.

• Maintain receivable and payable reports.

• Ensure all documents are submitted to accounts on time.

6. Management Reporting

• Prepare daily MIS reports.

• Maintain dashboards for:

• Sales

• Collections

• Production

• Dispatch

• Inventory

• Procurement

• Submit weekly reports to Director.

7. Team Coordination

• Coordinate between departments.

• Follow up on pending tasks.

• Ensure timely closure of action points.

• Schedule meetings and maintain MOM (Minutes of Meeting).

8. Documentation & Compliance

• Maintain all operational records.

• Organize purchase orders, quotations, invoices, and reports.

• Ensure proper filing and documentation.

• Support company compliance requirements.

Work Location: In person

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