Role overview

Position - Back Office Executive

Company - Cove Stays Pvt Ltd

Department - Sales and Admin

Reports to Location - Bengaluru

Experience - Fresher to 2 years

Employment type - Full time

Key responsibilities

Agreements and documentation

- Prepare client licence/lease agreements from the company's standard templates.
- Customise client-specific details: legal name, address, GST/PAN, signatory, center, seats or cabin, licence fee, security deposit, lease start, lock-in, notice period, escalation and handover date.
- Cross-check every agreement against the approved proposal or client details sheet before it goes for signature.
- Maintain the client details tracker in Excel for each center and track agreements from draft to signed and filed, following up on pending signatures.
- Track lock-in end dates, lease expiries and renewals; record actual handover dates and changes through addendums.
- Scan, name and file signed agreements in the center-wise shared folders and keep physical copies organised.
- Collect KYC and entity details, and coordinate with the sales/center teams and accounts on deal terms, deposits, invoicing start dates and GST details.
- Escalate non-standard clauses or client-requested changes to the manager, and support periodic checks of agreements versus the tracker.

CRM and sales support – backend

- Maintain and update CRM data regularly, ensuring accuracy and completeness of lead, prospect and client records.
- Log enquiries received through website, email, brokers and walk-ins into the CRM and assign them to the right sales owner.
- Manage and maintain sales team data, lead records, deal stages and follow-up activities; set up reminders and track pending actions.
- Extract, analyze and generate reports from the CRM tool for sales performance tracking,



including daily/weekly MIS on pipeline, conversions, occupancy and renewals.
- Prepare proposals, quotations and commercial summaries in the standard format based on inputs from the sales team.
- Ensure proper data management, monitor data quality and support the sales team with CRM-related requirements, keeping CRM data in line with signed agreements.

This is a backend support role; client meetings, site visits and sales calls remain with the sales team.

Qualifications and skills

Education

- Any graduate (B.Com, BBA, BA, B.Sc or equivalent). Freshers are welcome.

Must have

- Strong MS Word: templates, find and replace, track changes, formatting, headers/footers, converting to PDF.
- Good MS Excel: data entry, sorting and filtering, basic formulas (SUM, IF, VLOOKUP/XLOOKUP), pivot tables and simple reports.
- Comfortable with computers, email (Outlook/Gmail), shared folders, scanning and online tools such as CRM software.
- Eye for detail: names, dates and amounts must match the approved terms exactly.
- Ability to identify mismatches or unusual terms and escalate them in time
- Clear, polite written and spoken communication with clients and internal teams.
- Organized, reliable with follow-ups, and able to handle agreements and data tasks in parallel.

Good to have

- Basic understanding of lease/license terms (lock-in, notice period, security deposit, escalation).
- Exposure to e-stamping, GST/PAN details or office administration.
- Working knowledge of any CRM tool (Zoho CRM, Salesforce, HubSpot, LeadSquared or similar).

Languages

English - Mandatory – fluent reading, writing and speaking

Kannada - Required – spoken

Tamil - Required – spoken (for Chennai centers)

Hindi / Telugu - Added advantage

Pay: ₹200,000.00 - ₹240,000.00 per year

Work Location: In person

📌 Back Office Executive (Bengaluru)
🏢 Covestays
📍 Bengaluru