Back Office Operations Executive

6 days ago

Thiruvananthapuram Kerala, India EXCEL INFRATEC Full time

Job Summary

The person is responsible for managing front desk operations, overseeing material procurement with the supervision of the Director, maintaining the store inventory, documenting service-related equipment, and ensuring smooth coordination of technician activities and daily updates. The role also includes occasional preparation of quotes as a backup.

Key Responsibilities:
1. Reception and Front Desk Management:

- Professionally handling all incoming calls and directing them to the appropriate team members.
- Greet and assist visitors and clients professionally.
- Maintain accurate records of visitors, appointments, and inquiries

2. Material Procurement Coordination:

- Coordinate and oversee material procurement activities under the guidance of the Director.
- Evaluate vendor options to ensure optimal pricing and quality, selecting the best suppliers.
- Ensure timely delivery of materials required for ongoing projects

3. Store Management:

- Maintain an organized and up-to-date record of equipment and inventory in the designated system or drive.
- Prepare delivery challans and ensure technicians deliver equipment to clients promptly.
- Collect customer-signed delivery challans and document them properly.

4. Technician Coordination and Daily Updates:

- Collect daily reports from technicians, verified by the Technical Head (Mr. Gokul).
- Upload verified reports to the drive in a timely manner

5. Service Material Management:

- Document and manage service-related equipment brought in by technicians.
- Log service details into vendor-specific RNA portals and coordinate with service centers.
- Send equipment to service centers via courier and conduct regular follow-ups for status updates.
- Update the Director upon receiving serviced equipment
- Manage warranty and out-of-warranty cases:
For warranty items: Oversee the service process and ensure timely resolutions. For out-of-warranty items: Prepare new proposals, seek customer approvals, and arrange replacements.

6. Quote Preparation (Backup):

- Prepare project proposals and quotes, ensuring alignment with data from site visits or technical teams.

7. Daily Reports
- Submitting a daily report is mandatory

**Job Types**: Full-time, Permanent

Pay: ₹12,000.00 - ₹15,000.00 per month

**Benefits**:

- Paid sick time

Schedule:

- Day shift

**Experience**:

- Office management: 2 years (required)

Work Location: In person

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