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)
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
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
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
Service Coordination & Tracking




Update service tickets and status in Bitrix24
Maintain calibration schedules in Protrack
Track service activities and ensure timely closure
Calibration & Technical Documentation
Prepare and dispatch calibration certificates with stickers
Maintain calibration records and production certificates
Prepare datasheets for RM code generation
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
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
Accurate documentation and system updates
Robust customer follow-up and satisfaction
Achievement of service targets

Pay: ₹15,000.00 - ₹25,000.00 per month

Perks :
Commuter assistance
Food provided
Health insurance
Provident Fund

Work Location: In person

📌 Back Office Assistant Vadodara
🏢 Prima Equipment
📍 Vadodara