JOB Position: Secretary / Back Office Executive – Operations & MIS

Department: Management / Operations
Location: Bhubaneswar, Odisha
Job Type: Full-Time

Job Summary

We are looking for a detail-oriented and proactive Secretary / Back Office Executive to provide administrative and operational support to senior management. The candidate will be responsible for coordinating daily activities, monitoring sales performance, analysing unit-wise production reports, verifying maintenance and civil work records, maintaining MIS reports, and managing management schedules.

The position requires strong coordination, analytical, documentation and Excel skills, along with the ability to ensure timely and accurate reporting from different departments and business units.

Key Roles & Responsibilities

1. Sales Monitoring & DSR Verification

- Make and monitor approximately 65 daily follow-up calls, including calls to sales agencies.
- Track sales team locations and monitor the number of counters visited by each sales representative up to the first half of the day.
- Collect Daily Sales Reports (DSR) from the Sales Liaisoning Department.
- Verify DSR information for accuracy and completeness.
- Coordinate with Sugyan Sir and Sarthak Sir for verification and review of sales reports.
- Maintain daily sales call, location tracking and counter-visit records.

2. HORECA Sales MIS

- Collect HORECA sales data from the concerned department.
- Prepare and maintain target vs. achievement reports.
- Analyse sales performance and highlight gaps between targets and actual achievements.
- Ensure timely submission of HORECA MIS reports to management.

3. Maintenance Purchase Order (PO)



Verification

- Verify maintenance-related Purchase Orders (POs).
- Maintain a systematic Maintenance PO Register.
- Collect daily maintenance work details from the concerned department.
- Verify vendor details, quotations, approved prices and actual work descriptions.
- Track maintenance work status and maintain proper documentation for management review.

4. Civil Work & Payment Records

- Maintain the Civil Work Ledger with complete details of ongoing and completed work.
- Record vendor details, work descriptions, approved amounts and payment transactions.
- Collect and verify civil work payment details.
- Prepare periodic payment statements and submit reports to management.

5. ERP Reporting & Data Analysis

- Collect and review daily ERP reports.
- Analyse operational data and identify discrepancies or unusual variations.
- Coordinate with concerned departments for data clarification and corrections.
- Prepare daily MIS reports and ensure accurate data presentation to management.

6. Unit-Wise Production Monitoring

- Collect daily production and achievement reports from all manufacturing units.
- Prepare and maintain unit-wise production MIS.
- Compare daily production targets against actual achievements.




- Analyse production performance and highlight shortfalls or deviations.
- Coordinate with respective unit heads for pending data and clarification.
- Maintain historical production records for management review.

7. Management & Meeting Coordination

- Schedule meetings with department heads, unit heads and other concerned personnel.
- Communicate meeting schedules and ensure timely attendance of participants.
- Maintain meeting records, discussion points and follow-up action items.
- Follow up with concerned departments on pending management instructions.

Required Skills & Competencies

- Excellent knowledge of MS Excel, including formulas, data management, filtering and reporting.
- Valuable working knowledge of MS Word, PowerPoint and ERP systems.
- Strong MIS reporting and data analysis skills.
- Good communication and coordination skills.
- Ability to handle multiple responsibilities and meet reporting deadlines.
- Strong follow-up, documentation and record-maintenance abilities.
- High level of accuracy, confidentiality and attention to detail.
- Ability to coordinate with multiple departments and manufacturing units.

Educational Qualification & Experience

- Graduate in any discipline (B.Com / BBA / MBA preferred).
- 1–3 years of relevant experience in Secretary, Management Coordination, MIS Executive, Back Office or Operations Administration roles.
- Experience in manufacturing, FMCG or food processing industries will be preferred.
- Strong Excel and reporting skills are essential.

Pay: ₹14,000.00 - ₹20,000.00 per month

Benefits:

- Food provided

Work Location: In person

📌 Back Office Executive (Operations) (Mancheswar)
🏢 PRIME AGRO FOOD PROCESSING
📍 Mancheswar