Back Office Executive

Role Overview

The Back Office Executive will be responsible for maintaining smooth operations of inventory, data management, purchase coordination, and order tracking, while also supporting marketing and administrative functions. The role demands strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Core Responsibilities

1. Daily Inventory Stock Taking:

• Physically check available inventory in the store and kitchen (raw materials, packaging, finished goods).

• Record stock levels in Inventory Sheets (Google Sheets/Excel) with accurate date entries.

• Flag low-stock or nearing-expiry items in yellow, and out-of-stock items in red.

• Share daily reports with Purchase Manager and Business Head.

2.Data Entry & Attendance Management

• Update daily attendance, shift timings, leaves, and task notes for all employees.

• Maintain and update Employee Worklog Sheet (Google Sheet/CRM).

• Ensure weekly timesheets are completed and submitted to HR/Admin every Saturday.

3. Company Dashboard Management

• Update dashboard with daily sales (online/offline), orders (Swiggy/Zomato/WhatsApp), inventory movement, and marketing performance.

• Use tools such as Google Sheets, Notion, Airtable.

• Ensure all dashboard metrics are accurate and updated by EOD.

4. Purchase List & Procurement Support

• Prepare daily purchase list based on stock-taking and team inputs.

• Maintain structured list with Item Name, Quantity, Urgency Status, Supplier Name.

• Coordinate with Purchase Head and track weekly procurement.

5. Swiggy & Zomato Order Management

• Monitor orders, cancellations, customer issues, and delivery timelines on Swiggy/Zomato dashboards.

• Update Daily Order Sheet with Order ID, Time, Items, Feedback.

• Communicate order spikes/issues with Kitchen Team and prepare end-of-day reports for Operations Head.

6. Basic Canva Design & Marketing Fulfillment

• Create/edit marketing creatives using Canva as per campaign calendar.

• Maintain marketing tracker and upload creatives to shared drives.

• Assist Social Media Manager/Business Head with campaign execution.

7. Additional Administrative & Operational Tasks

• Support WhatsApp broadcast content and formatting.

• Maintain vendor files, supplier entries, procurement logs.

• Update and reconcile various sheets (Raw Material Master, Non-Edible Sheet, Finished Goods, Production Sheets).

• Record payments, receipts, expenses, and wastage/spoilage.

• Assist in handling emails, reports, and other HR/Operations documentation.

Skills & Competencies Required

Technical Skills:

• Strong knowledge of Google Sheets / MS Excel (formulas, formatting, reporting).

• Familiarity with Swiggy/Zomato Dashboards and CRM tools.

• Basic Canva design skills for creative editing.

• Knowledge of inventory management processes.

Soft Skills:

• Strong organizational and time-management abilities.

• Detail-oriented with accuracy in reporting.

• Good communication and coordination skills.

• Ability to multitask in a fast-paced environment.

Educational Qualification

• Graduate in Commerce, Business Administration, or related field (preferred).

• Certification in Excel/Data Management or Inventory Control (added advantage).

Requirements

• 1–2 years of experience in Back Office / Data Entry / Operations role.

• Prior exposure to F&B / Retail / Hospitality sector will be preferred.

• Ability to work on flexible schedules when required

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