JOB PROFILE - BACK OFFICE ASSISTANT (SERVICE)

Role Purpose

To coordinate and manage all service-related activities between customers and internal teams ensuring timely execution and customer satisfaction.

Task Head Wise Responsibilities
1. Quotation & Order Processing
- Prepare quotations for spares / service / calibration after inquiry or visit
- Process Purchase Orders and generate SOC / PI (advance cases)

2. Material & Internal Coordination
- Coordinate with Production / Store / Technical for spare readiness
- Ensure material preparation with proper identification (stickers)
- Submit incoming inspection reports for service materials

3. Billing & Documentation
- Generate payment receipts in Bitrix24
- Coordinate with Accounts for Tax Invoice generation
- Scan and share invoices with courier details to customers
- Maintain proper documentation and records

4. Customer Communication & Follow-up
- Handle customer queries and ensure timely response
- Follow up for approvals, feedback, and pending payments
- Share daily Customer Service Reports (CSR) with feedback link




- Inform next day engineer visit schedule to customers

5. Service Coordination & Tracking
- Update service tickets and status in Bitrix24
- Maintain calibration schedules in Protrack
- Track service activities and ensure timely closure

6. Calibration & Technical Documentation
- Prepare and dispatch calibration certificates with stickers
- Maintain calibration records and production certificates
- Prepare datasheets for RM code generation

7. Data Management & Reporting
- Maintain customer database (state/city-wise service history)
- Prepare consumable & critical spare lists based on inquiries
- Update pending payment sheet and service status reports

8. Team Coordination & Review
- Coordinate with service engineers for execution
- Participate in weekly service meetings
- Track service targets and resolve operational issues

Performance Expectations
- Timely service execution and coordination
- Acc

📌 Back Office Assistant (Vadodara)
🏢 Prima Equipment
📍 Vadodara