Back Office Executive

Job DescriptionTrade Alert – WhatsApp & Client Data Management Executive

Company: Trade Alert
Department: Client Relations / Business Support
Experience: 1–3 Years
Location: Ahmedabad
Employment Type: Full-Time

About the Role

Trade Alert is looking for a highly organised and proactive WhatsApp & Client Data Management Executive to manage our business communication, WhatsApp groups, client database, and regular follow-ups.

The ideal candidate should have excellent English communication skills, strong follow-up ability, good knowledge of MS Excel/Google Sheets, and the discipline to maintain accurate and updated client information.

Key Responsibilities

1. WhatsApp Group Management

• Manage and monitor Trade Alert WhatsApp groups professionally.
• Share approved business updates, trade opportunities, announcements, and relevant information on time.
• Maintain proper communication and engagement within groups.
• Respond to basic client/member queries and coordinate with the concerned team when required.
• Ensure communication is professional, clear, and error-free.
• Maintain proper records of important conversations and enquiries.

2. Client Database Management

• Create and maintain a structured database of clients, prospects, companies, contacts, and business enquiries.
• Regularly update client information, contact details, company profiles, requirements, and follow-up status.
• Maintain accurate records in MS Excel / Google Sheets / CRM.
• Ensure there are no duplicate or incomplete records.
• Categorise clients according to industry, location, business type, requirement, and status.

3. Client Follow-Up

• Conduct regular follow-ups with clients through WhatsApp, calls, and email.
• Maintain a daily and weekly follow-up schedule.
• Record every important follow-up and update the next action/date.
• Coordinate with the sales/business development team for pending enquiries.
• Ensure no important lead or client follow-up is missed.

4. Reporting & Data Tracking

• Prepare daily and weekly follow-up reports.
• Maintain lead status such as:
• New Lead
• Contacted
• Interested
• Follow-Up Required
• Meeting Scheduled
• Proposal/Details Shared
• Converted
• Not Interested
• Future Opportunity
• Track pending follow-ups and ensure timely action.
• Prepare basic Excel reports and summaries for management.

Required Skills

• Excellent written and spoken English is mandatory.
• Strong WhatsApp and professional communication skills.
• Good knowledge of MS Excel and Google Sheets.
• Strong data-entry and data-management skills.
• Excellent follow-up and coordination skills.
• Good attention to detail.
• Ability to maintain confidential business information.
• Good organisational and time-management skills.
• Ability to communicate professionally with clients and business contacts.
• Basic knowledge of email communication is required.

Preferred Excel Skills

Candidate should be comfortable with:

• Sorting & filtering
• Data formatting
• Basic formulas
• VLOOKUP/XLOOKUP
• COUNTIF/COUNTIFS
• Data validation
• Duplicate removal
• Maintaining follow-up trackers
• Creating basic reports

Ideal Candidate

We are looking for someone who is:

Organised | Responsible | Professional | Good in English | Detail-Oriented | Strong in Follow-Up | Data-Savvy | Proactive

The person should not simply maintain data; they should take ownership of the database and follow-up process and ensure that every important client, enquiry, and opportunity is properly tracked.

Key Performance Indicators (KPIs)

• Accuracy and completeness of client database
• Daily follow-up completion
• Number of pending follow-ups
• Response and communication quality
• WhatsApp group management
• Timely updating of client records
• Quality of daily/weekly reports
• Reduction in missed follow-ups
• Proper tracking of leads from enquiry to closure

Education

Graduate in any discipline.

Candidates with experience in B2B sales support, client servicing, business development, exhibitions, trade associations, media, or corporate communication will be preferred.

Apply

Interested candidates can share their CV along with current salary, expected salary, notice period, and relevant experience.

Pay: ₹10,733.77 - ₹18,000.00 per month

Work Location: In person