Back Office Operations Executive – IT System Integrator Background

(The candidate must have experience in IT System Integrator Background – Mandatory)

1. About the Role

Vishant Solutions is looking for a detail-oriented, organized and responsible Back Office Operations Executive to support the day-to-day coordination of sales, procurement, project execution, documentation, customer communication and administrative operations.

The candidate will act as an important coordination link between the Sales, Technical, Procurement, Accounts, Vendors and Customers, ensuring that business activities move smoothly from enquiry to order execution and closure.

The ideal candidate should be comfortable working with documents, Excel, quotations, purchase orders, emails, follow-ups and multiple ongoing tasks.

- Key Responsibilities

A. Sales & Commercial Support
- Provide back-office support to the sales team for day-to-day activities.
- Prepare and maintain quotations, commercial offers, proposals and other sales documents.
- Prepare BOQs and assist in compiling technical/commercial proposals based on information received from the sales and technical teams.
- Maintain customer enquiry and quotation records.
- Follow up with sales executives regarding pending quotations and customer requirements.
- Maintain sales pipeline and opportunity status in Excel/CRM.
- Coordinate with customers for documents, confirmations, purchase orders and other requirements.
- Maintain proper records of all customer communications.

B. Purchase & Vendor Coordination
- Coordinate with vendors, OEMs and distributors for:
- Product availability
- Pricing
- Delivery timelines
- Warranty details
- Technical documentation
- Authorization letters
- Certificates and compliance documents
- Obtain and compare vendor quotations.
- Prepare purchase requisitions and purchase orders as instructed.
- Track purchase orders and expected delivery dates.
- Follow up with vendors for pending supplies.
- Maintain vendor database and purchase records.
- Coordinate with the technical/project team regarding material requirements.

C. Order Processing
- Process customer purchase orders received by the sales team.
- Verify PO details against the quotation, including:
- Product/service description
- Quantity
- Price
- GST/taxes
- Delivery terms
- Payment terms
- Warranty
- Scope of work
- Coordinate internally for order execution.
- Maintain order status from PO receipt to delivery, installation and completion.
- Highlight discrepancies or commercial issues to the concerned manager before processing.

D. Project & Service Coordination
- Coordinate with technical teams for installation, commissioning and service activities.
- Maintain project-wise documentation and status reports.
- Coordinate customer schedules for site visits and installations.
- Prepare work orders, service requests and site visit documentation.
- Track project milestones and pending activities.
- Collect installation reports, service reports, completion certificates and customer acknowledgements.




- Maintain records of AMC contracts, renewal dates and service activities.

E. Billing & Payment Coordination
- Coordinate with the Accounts team for preparation and submission of invoices.
- Ensure that required supporting documents are available for billing.
- Track invoice submission and customer acknowledgement.
- Maintain records of outstanding payments.
- Follow up with customers for payment status as instructed.
- Coordinate with sales/accounts teams regarding payment-related customer communication.

F. Tender & Documentation Support
- Assist in preparation and submission of government, PSU and corporate tenders.
- Download and maintain tender documents and amendments.
- Prepare basic tender checklists.
- Coordinate internally for technical and commercial documents.
- Collect OEM authorization letters, datasheets, certificates, declarations and other required documents.
- Maintain tender-wise folders and documentation.
- Track important tender deadlines and submission dates.

G. MIS & Reporting
- Prepare daily/weekly/monthly operational reports.
- Maintain Excel-based records for:
- Sales
- Quotations
- Purchase orders
- Purchases
- Deliveries
- Projects
- AMC
- Service calls
- Payments
- Pending actions
- Provide management with accurate and timely MIS reports.
- Track pending activities and follow up with responsible team members.

H. General Administration
- Maintain organized physical and digital records.
- Manage company documentation and correspondence.
- Draft routine business emails and letters.
- Maintain customer, vendor and product databases.
- Coordinate courier, dispatch and document movement.
- Assist management in routine administrative and operational activities.
- Ensure proper filing and retrieval of important documents.

- Key Responsibilities in the Order Cycle The candidate will be expected to understand and coordinate the complete business workflow:

Customer Enquiry → Requirement Collection → Vendor Enquiry → Quotation → Customer Follow-up → Purchase Order → Procurement → Delivery → Installation → Billing → Payment → Closure The candidate should ensure that no important activity or follow-up gets missed between departments.
- Required Skills

- Good knowledge of MS Excel / Google Sheets / MS Word
- Positive email drafting and communication skills
- Basic understanding of quotations, invoices and purchase orders
- Good documentation and filing skills
- Ability to work with large amounts of data and multiple records
- Strong follow-up and coordination skills
- Good numerical and commercial understanding
- Ability to prioritize tasks
- Attention to detail
- Valuable verbal and written communication




- Ability to prepare professional reports and MIS

Knowledge of ERP, CRM, Tally or other business management software will be an advantage.
- Educational Qualification

- Graduate in any discipline.
- B.Com / BBA / MBA / BBM / BCA or equivalent preferred.
- Candidates with strong computer and documentation skills may also be considered.

- Experience

- 1–4 years of experience in back-office operations, sales coordination, procurement coordination, administration, MIS or similar roles.
- Experience in IT, networking, infrastructure, system integration, electrical, security systems or other B2B project-based businesses will be an advantage.
- Freshers with excellent communication, Excel skills and a strong learning attitude may also be considered for an entry-level position.

- Personal Attributes

We are looking for someone who is:
- Highly organized and systematic
- Responsible and dependable
- Strong in follow-up
- Comfortable handling multiple tasks simultaneously
- Detail-oriented
- Good at maintaining records
- Proactive rather than waiting for instructions
- Valuable at coordinating between people and departments
- Comfortable communicating with customers and vendors
- Disciplined and punctual
- Able to maintain confidentiality of company and customer information
- Willing to learn different aspects of the business

- Key Performance Indicators (KPIs)

Performance will be evaluated on:
- Accuracy of quotations and documentation
- Timeliness of order processing
- Purchase and delivery follow-up
- Timely submission of invoices and documents
- Accuracy of MIS and reports
- Timely closure of pending activities
- Customer/vendor response coordination
- Tender/documentation accuracy
- Maintenance of proper records
- Internal team support and coordination
- Reduction in missed follow-ups and operational delays

- Career Growth The role provides exposure to multiple areas of the business and can lead to:

Back Office Executive → Senior Operations Executive → Operations Coordinator → Operations Manager → Business Operations Manager

Depending on aptitude, the candidate may also grow into:

Procurement | Sales Coordination | Project Coordination | Commercial Operations | Administration

- Compensation

Salary: Competitive and commensurate with qualification and experience.

Performance-based increments and additional benefits may be provided as per company policy.

- Ideal Candidate The ideal candidate is someone who can keep the organization organized behind the scenes—tracking quotations, following up with vendors, coordinating with sales and technical teams, maintaining documents, monitoring pending activities and ensuring that customer commitments are followed through.

The person should have a strong sense of ownership, urgency, accuracy and follow-up.

At Vishant Solutions, the Back Office Operations Executive is not merely a data-entry or clerical role; it is a key coordination position responsible for keeping the business moving efficiently.

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📌 Back Office Operations Executive – IT System Integrator Background - Bhubaneswar Location - WFO
🏢 Vishant Solutions Private
📍 Bhubaneswar