Back Office Admin Executive

We are seeking a highly organized and responsible Back Office Admin Executive to manage ERP data entry, stock movement tracking, work order and sales order processing, job work coordination, and complete documentation from order receipt to final dispatch. The role requires daily coordination with Production, Stores, Job Work Vendors, Sales, and Dispatch to ensure smooth operations, accurate ERP entries, and timely delivery. ----------------------------------------

KEY RESPONSIBILITIES

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1️⃣ ERP & DATA MANAGEMENT

• Daily entry of production data in ERP system.
• Creation and processing of Sales Orders (SO).
• Generation and tracking of Work Orders (WO).
• Recording stock movement (RM, WIP, FG).
• Updating material consumption against work orders.
• Monitoring and correcting ERP discrepancies.
• Maintaining proper documentation and ERP trail.

2️⃣ STOCK & INVENTORY COORDINATION

• Daily stock update and reconciliation with Stores.
• Monitoring raw material consumption.
• Tracking finished goods stock.
• Updating sales team with daily stock availability.
• Reporting shortages or abnormal consumption to management.
• Maintaining stock movement register for audit support.

3️⃣ COMPLETE ORDER TO DISPATCH DOCUMENTATION

* Managing complete cycle:

• Order receipt
• ERP Sales Order entry
• Work Order generation
• Production tracking
• Dispatch planning

* Preparing dispatch documents:

• Tax Invoice
• Delivery Challan
• Packing List
• E-way Bill
• LR coordination
• Ensuring timely submission of LR and dispatch documents to customers.
• Maintaining dispatch tracking sheet.

4️⃣ JOB WORK MANAGEMENT

• Creating Job Work Challans in ERP.
• Issuing raw materials to job work vendors with proper documentation.
• Maintaining record of material sent for job work.
• Tracking job work material inward & outward movement.
• Monitoring job work completion timelines.

* Coordinating with vendors for:

• Pending work
• Quality issues
• Delay follow-ups
• Reconciling job work stock with ERP.
• Maintaining job work ledger and pending register.
• Coordinating with Accounts for job work billing verification.
• Ensuring proper documentation for GST compliance (if applicable).

5️⃣ PRODUCTION & DISPATCH COORDINATION

• Daily follow-up with Production team for order status.
• Coordinating with Stores for material availability.
• Planning daily dispatch schedule.
• Communicating with transporters for timely pickup.
• Ensuring no dispatch delay due to documentation gaps.

6️⃣ REPORTING & MIS

* Preparing Daily Management Report including:

• Production entry summary
• Dispatch summary
• Pending orders
• Job work status
• Stock movement
• Preparing Monthly Dispatch Planning sheet.
• Providing daily stock update to Sales team.
• Highlighting critical issues to management.