Back Office Executive

Position Summary:

We are looking for a Back Office Executive to manage the day-to-day administrative and documentation-related tasks at Travel and Tour World - Keshan Infotech Pvt. Ltd. The role involves managing essential documentation processes such as handling travel documents, purchase invoices, filing systems, and other administrative duties that ensure the smooth operation of our business activities. The ideal candidate should have a keen attention to detail, excellent organizational skills, and the ability to multitask effectively.

As a Back Office Executive, you will play a critical role in supporting the operational functions of our company, ensuring that all documentation is processed, filed, and maintained accurately and in compliance with company procedures.

Key Responsibilities:

Document Management:

• Travel Documentation: Manage and process all incoming and outgoing travel-related documents, including bookings, itineraries, visa documentation, and customer travel plans, ensuring accuracy and compliance with internal guidelines.
• Purchase Invoices & Payments: Handle purchase invoicing, including generating, verifying, and filing purchase orders and invoices related to services and other company purchases.
• Ensure timely processing and filing of all financial and operational documents related to payments, billing, and purchases, while maintaining meticulous records for reference.
• Maintain and update accurate records of all documents, both physical and electronic, ensuring they are easily accessible when needed by other departments.

Filing & Record Keeping:

• Maintain a well-organized filing system for all types of documentation, ensuring that both digital and physical files are kept up-to-date and easily retrievable.
• Ensure that all records are archived, stored, and disposed of in compliance with legal and company requirements for data retention.
• Regularly audit the filing system to ensure that all documents are categorized and stored correctly and follow a consistent filing structure.

Data Entry & Reporting:

• Accurately input data into relevant databases and management systems for tracking purposes (e.g., purchase orders, invoices, customer travel details).
• Generate regular reports on document status, payment cycles, or any administrative concerns for the management team.
• Assist in the preparation of reports related to document processing, billing status, travel plans, and invoicing.

Communication & Coordination:

• Act as the point of contact for internal teams regarding any document-related inquiries, assisting with the provision of necessary paperwork or information.
• Communicate and collaborate with vendors, suppliers, and service providers to ensure that all necessary documents are received on time.
• Coordinate with other departments (Sales, Marketing, Operations) to ensure proper documentation is available for client or business needs.

Problem-Solving & Issue Resolution:

• Proactively identify and resolve any discrepancies or issues related to document management, invoice processing, or filing systems.
• Work closely with management to address any challenges related to documentation or administrative processes and suggest improvements where applicable.

Qualifications:

• Experience: At least 1-2 years of experience in a back office administrative role, preferably in the travel, hospitality, or tourism industry. Experience with documentation handling, data entry, and invoice processing is essential.
• Strong Organizational Skills: Ability to multitask and manage multiple tasks simultaneously while maintaining a high level of organization and attention to detail.
• Communication Skills: Excellent verbal and written communication skills. Ability to effectively interact with internal teams and external stakeholders.
• Computer Proficiency: Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with document management systems or CRM tools.
• Attention to Detail: High level of accuracy and attention to detail, especially when managing documents or data entry tasks.
• Time Management: Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Team Player: Collaborative and flexible attitude, willing to assist in different aspects of the business when required.
• Bachelor's Degree in Business Administration, Hospitality, Travel, or a related field is preferred but not mandatory.

Job Types: Full-time, Permanent

Pay: ₹10, ₹20,000.00 per month

Benefits:

• Leave encashment
• Paid sick time
• Provident Fund

Work Location: In person