Senior Executive (Back Office Operations & Payment Coordination)

Job Purpose

The Senior Executive will be responsible for managing and coordinating day-to-day back-office activities, with a primary focus on invoice processing, payment coordination, documentation, reconciliation, and regular follow-up with internal teams and external partners/vendors. The role requires strong coordination skills, accuracy, ownership, and the ability to independently track activities until closure.

Key Roles & Responsibilities

• Manage and coordinate invoice receipt, verification, processing, and payment follow-up.
• Maintain systematic tracking of invoices and payments, including pending, processed, approved, on-hold, and paid cases.
• Coordinate with Finance, Business, Procurement, and other internal departments for timely processing and closure of invoices/payments.
• Regularly follow up with partners, vendors, and internal stakeholders for pending documents, invoices, approvals, and payment-related matters.
• Prepare and maintain MIS reports, trackers, reconciliation statements, and management updates.
• Ensure proper documentation and record-keeping of invoices, approvals, payment details, and related correspondence.
• Identify long-pending cases and proactively escalate them to the concerned officials for resolution.
• Support preparation of PowerPoint presentations, Excel reports, business data, official letters, and other documentation.
• Coordinate meetings, action points, and follow-ups wherever required.
• Provide general back-office and administrative support to the business team.
• Ensure accuracy, confidentiality, and timely completion of assigned activities.
• Undertake any other business/operational responsibility assigned by the reporting officer from time to time.

Educational Qualification

• Minimum: Graduation from a recognized university/institution.
• Candidates with Post-Graduation/MBA or relevant professional qualification may be preferred.

Experience

• Minimum 3 years of relevant work experience in back-office operations, finance coordination, invoice/payment processing, MIS, administration, or similar functions.
• Experience in a large corporate, financial institution, government organization, PSU, or service organization will be an added advantage.

Technical Skills

Candidate must have sound working knowledge of:

• Microsoft Excel formulas, data management, filters, Pivot Tables, VLOOKUP/XLOOKUP, basic data analysis and MIS preparation.
• Microsoft Word official correspondence, documentation, formatting and report preparation.
• Microsoft PowerPoint – preparation of professional presentations and management updates.
• Email communication and digital documentation.
• Basic understanding of invoice processing, payment cycles, reconciliation and financial documentation.

Key Competencies

• Strong follow-up and coordination skills.
• Good written and verbal communication.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong ownership and closure-oriented approach.
• Ability to coordinate effectively with multiple departments and external stakeholders.
• Good analytical and problem-solving ability.
• Professional attitude with appropriate confidentiality while handling financial and business information.

Preferred Candidate Profile

The ideal candidate should be proactive, disciplined, organized, and strong in follow-up, with the ability to independently maintain trackers and ensure that invoices, payments, documentation, and other back-office activities are taken to their logical closure within defined timelines.