Back Office Executive

1 month ago

Sharjah, United Arab Emirates Plastica Industries Full time

Back Office Executive

**Department**: Operations / Administration
**Reports to**: Back Office Manager / Operations Manager
**Location**: Sharjah, Sharjah City, Industrial Area 4

**Job Type**: Full-Time

**Job Summary**

The Back Office Executive plays a vital role in ensuring the smooth functioning of the organization by providing administrative and operational support. This role involves handling data management, record-keeping, processing tasks, and coordinating with front-office teams to ensure operational efficiency.

**Key Responsibilities**

**Logistics Documentation**
- Prepare and process shipping documents, including invoices, packing lists, and bills of lading.
- Verify accuracy of documentation for import/export shipments and coordinate with stakeholders to resolve discrepancies.
- Ensure compliance with customs regulations and trade policies for domestic and international shipments.
- Maintain records of all shipping transactions and ensure proper documentation filing.
- Collaborate with freight forwarders and carriers to confirm shipment details and schedules.

**Costing and Client Support**
- Analyze the product requirements and prepare detailed cost estimates for clients based on their requests.
- Coordinate with vendors, suppliers, and logistics partners to gather cost components such as freight charges, customs duties, and handling fees.
- Provide clients with competitive and transparent pricing while ensuring profitability.
- Respond to client queries regarding cost breakdowns and assist in negotiating terms if needed.
- Maintain a database of historical costing data to streamline future estimates.

**Data Management**
- Collect, organize, and maintain accurate records of company data.
- Enter and update information in the database with a high level of accuracy.
- Generate and analyse reports as required by management.

**Administrative Support**
- Handle documentation, filing, and correspondence efficiently.
- Assist in preparing reports, presentations, and other required materials.
- Coordinate with internal departments to support daily operations.

**Operational Tasks**
- Process and verify transactions, orders, or customer requests.
- Manage inventory and stock records (if applicable).
- Ensure compliance with company policies and procedures.

**Coordination and Communication**
- Act as a liaison between back-office functions and front-office staff.
- Respond to internal and external queries promptly and professionally.
- Coordinate schedules, meetings, and appointments for team members.

**Compliance and Quality Assurance**
- Ensure all processes adhere to organizational standards and legal regulations.
- Identify and rectify discrepancies in documentation or processes.
- Maintain confidentiality of sensitive data and company information.

**Key Skills and Qualifications**
- **Education**: Bachelor’s degree in Business Administration, Commerce, or a related field.
- **Experience**: 2-5 years of experience in a back-office or administrative role is preferred.
- **Skills**:

- Proficiency in MS Office (Word, Excel, and PowerPoint).
- Strong attention to detail and organizational skills.
- Good written and verbal communication abilities.
- Ability to multitask and prioritize work effectively.
- Basic knowledge of accounting or inventory systems (if relevant).

**Key Competencies**
- Time management and deadline orientation.
- Analytical thinking and problem-solving skills.
- Team collaboration and adaptability.
- High level of integrity and confidentiality.

Pay: AED3,500.00 - AED5,500.00 per month

Ability to commute/relocate:

- Sharjah: Reliably commute or planning to relocate before starting work (preferred)

**Education**:

- Bachelor's (preferred)

**Experience**:

- Administration: 2 years (required)
- Logistics: 1 year (preferred)

**Language**:

- Punjabi (preferred)
- Hindi (required)

Application Deadline: 30/12/2024

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