Back Office Executive

**Job Summary**:
A Back Office Executive (Invoice and Quotation) is responsible for handling administrative and support tasks related to invoicing, quotation preparation, and ensuring smooth day-to-day operations behind the scenes. This role is crucial for maintaining accurate records, managing client requests, and supporting the sales or finance team by providing efficient back-office support. The individual must be detail-oriented, organized, and able to work effectively with other teams to meet deadlines and ensure accurate document management.

**Key Responsibilities**:

- **Invoice Management**:

- **Create and Process Invoices**: Generate and send invoices to clients based on sales agreements, quotations, or contracts. Ensure accurate details such as pricing, payment terms, and taxes are included.
- **Track Payments**: Monitor payment schedules and follow up with clients for outstanding payments or disputes. Ensure that all invoices are paid on time.
- **Issue Credit Notes/Adjustments**: Handle adjustments or credit notes when necessary, ensuring they are processed accurately and in a timely manner.
- **Record Keeping**: Maintain a clear and organized record of all invoices, payments, and outstanding amounts for easy access and auditing.
- **Reconcile Accounts**: Work with the finance or accounts department to reconcile invoicing records and resolve discrepancies between invoiced amounts and payments.
- **Quotation Preparation**:

- **Generate Quotations**: Prepare and send detailed quotations for potential clients based on their inquiries, requirements, and the product or service offerings.
- **Customizing Quotes**: Tailor quotations to meet the specific needs of each client, including customizing pricing, discounts, terms, and delivery timelines.
- **Follow-Up on Quotations**: Track and follow up with customers who have received quotations to answer any queries, negotiate terms, and convert quotations into confirmed orders.
- **Coordinate with Sales/Marketing Teams**: Collaborate with the sales and marketing teams to ensure that quotations align with current pricing, discounts, and promotional offers.
- **Data Management and Record-Keeping**:

- **Maintain Database**: Keep an organized database of all client quotations, invoices, and payment history. Ensure that all records are up-to-date and accessible for reporting purposes.
- **Document Filing**: Ensure proper filing of invoices and quotations in both physical and digital formats for easy retrieval and reference.
- **Update Internal Systems**: Regularly update CRM (Customer Relationship Management) or other internal systems with the latest information about quotations, invoices, and payment statuses.
- **Customer Support and Communication**:

- **Client Communication**: Communicate with clients to clarify any billing-related issues, provide updates on quotations, and handle any disputes or requests for invoice adjustments.
- **Problem-Solving**: Address any issues related to invoicing discrepancies, late payments, or quotation clarifications in a professional and timely manner.
- **Provide Information**: Assist clients or sales representatives by providing necessary documentation or reports related to invoices and quotations.
- **Coordination with Other Departments**:

- **Collaboration with Sales Team**: Work closely with the sales team to ensure that quotations are aligned with the company's pricing strategy and that all client requirements are met.
- **Support Finance Team**: Provide necessary invoicing details to the finance or accounting team for processing payments and ensuring that financial records are accurate.
- **Reporting**:

- **Generate Reports**: Prepare regular reports on invoicing, outstanding payments, and quotation status for management review.
- **Track Quotation-to-Sales Conversion**: Track the success rate of quotations being converted into sales and provide insights on improving this metric.
- **Compliance and Documentation**:

- **Adhere to Company Policies**: Ensure that all invoicing and quotation activities are in line with company policies, terms of service, and relevant financial regulations.
- **Audit Support**: Assist in internal and external audits by providing requested documents and ensuring all financial records are in order.

**Skills & Qualifications**:

- **Attention to Detail**: High accuracy in managing invoices, quotations, and customer records to avoid errors.
- **Communication Skills**: Strong written and verbal communication skills to interact effectively with clients and internal teams.
- **Organizational Skills**: Ability to manage multiple tasks efficiently and meet deadlines.
- **Proficiency with Software**: Knowledge of office software (Microsoft Excel, Word) and familiarity with CRM and invoicing systems (QuickBooks, SAP, Zoho, etc.).
- **Time Management**: Ability to prioritize tasks effectively and ensure timely completion of tasks, such as invoice generation and follow-ups.
- **Problem-Solving*