Back Office Executive

Job Profile: Back Office Executive – Billing, Tally & ERP:

Department: Accounts & Administration
Job Title: Back Office Executive
Reports To: Accounts Manager / Admin Manager Location: Vadodara

1. Job Objective

To manage daily billing, accounting entries, ERP operations, documentation, and back-office activities accurately and efficiently while supporting the sales and accounts departments.

2. Key Responsibilities

A. Billing & Invoicing

• Prepare sales invoices, purchase bills, quotations, and proforma invoices.
• Generate GST invoices as per company requirements.
• Verify product details, quantities, rates, discounts, and GST calculations.
• Prepare delivery challans, credit notes, and debit notes when required.
• Maintain proper records of all invoices and billing documents.

B. Tally & Accounting

• Enter sales, purchase, receipt, and payment transactions in Tally.
• Maintain customer and supplier ledgers.
• Record expenses, journal entries, and other accounting transactions.
• Reconcile customer accounts, supplier accounts, and bank statements.
• Assist in GST-related documentation and monthly accounting reports.

C. ERP Operations

• Enter and update sales orders, purchase orders, and customer details in the ERP system.
• Maintain accurate product codes, item descriptions, pricing, and stock information.
• Update order status, dispatch details, and invoice records.
• Coordinate with the sales, purchase, stores, and accounts departments.
• Ensure all ERP entries are accurate and completed on time.

D. Documentation & Record Management

• Maintain physical and digital records of invoices, purchase orders, and delivery challans.
• Organize customer and supplier documents systematically.
• Maintain records of outstanding payments and pending orders.
• Prepare daily, weekly, and monthly reports as required.
• Ensure documents are properly filed and readily available when needed.

E. Coordination & Follow-up

• Coordinate with the sales team for order processing and billing.
• Follow up with customers regarding invoice details and payment documentation.
• Coordinate with the stores and dispatch teams for material availability and delivery.
• Communicate with suppliers regarding purchase bills and related documents.
• Support management with routine administrative and reporting activities.

3. Required Skills

• Knowledge of Tally ERP / Tally Prime.
• Basic understanding of GST billing and accounting.
• Working knowledge of ERP software.
• Good command of MS Excel and MS Office.
• Accuracy in data entry and document preparation.
• Good communication and coordination skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.

4. Educational Qualification & Experience

• Graduate in Commerce, Accounting, Business Administration, or a related field preferred.
• Practical knowledge of Tally, billing, and Excel.
• Experience in ERP software and GST invoicing is an advantage.
• Freshers with relevant computer and accounting knowledge may also apply.

5. Key Performance Indicators (KPIs)

• Accuracy and timeliness of billing.
• Correctness of Tally and ERP entries.
• Timely preparation of invoices and delivery documents.
• Accuracy of customer and supplier records.
• Timely completion of reconciliations and reports.
• Proper maintenance of accounting documents.
• Coordination with internal departments.

6. Expected Work Standards

• Maintain confidentiality of company and customer information.
• Follow company billing and accounting procedures.
• Ensure all transactions are recorded accurately.
• Complete assigned work within deadlines.
• Maintain professionalism, discipline, and accountability.

Pay: ₹13,000.00 - ₹17,000.00 per month

Work Location: In person