| Detail | For this role |
|---|---|
| Department | Operations |
| Level | Entry level |
| Reports to | Operations Supervisor |
| Direct reports | None |
| Experience | Fresher or up to 2 years in office or back office work |
Back Office Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Back Office Executive
Department: Operations
Reports to: Operations Supervisor
Location: [City], [office, branch or site]
About the role
A Back Office Executive handles the behind-the-scenes work that keeps a business running: updating records, verifying documents, processing requests, preparing reports and supporting front office or field staff. The role rarely meets customers but touches a large share of the company's transactions. Back office executives work in banks, insurers, logistics firms, hospitals, retail chains and service companies, and a good one is accurate, quick and dependable with deadlines.
Key responsibilities
- Enter and update customer, order, policy or account records in the company system from forms and documents received.
- Verify documents such as KYC papers, invoices, delivery notes or application forms for completeness and correctness.
- Process routine requests from front office, sales or field staff, such as address changes, refunds or order amendments.
- Prepare daily and weekly reports on processed, pending and rejected cases.
- Maintain physical and digital files so any record can be found quickly during audits or customer queries.
- Contact other departments by email or phone to complete missing information on pending cases.
- Follow SOPs and checklists for every task, and flag cases that need a supervisor's decision.
- Scan, index and archive documents as per the company's retention rules.
- Support month-end work such as reconciliations, stock or cash summaries and data cleanup.
Requirements
- Graduate in commerce, arts or science
- Typing speed of at least 30 words per minute
- A basic computer course such as MS-CIT or CCC is an advantage
- Fresher or up to 2 years in office or back office work
KRAs and KPIs for a Back Office Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Record accuracy | Errors in processed records below 1 percent of the monthly audit sample |
| Request turnaround | Routine requests processed within 24 hours of receipt |
| Pending control | No request pending beyond 3 working days without escalation |
| File retrieval | Any requested file retrieved within 30 minutes |
| Daily reporting | Daily report shared by the agreed time every working day |
Skills and tools
Tools used day to day: Company ERP or CRM, MS Excel and Word, Scanner and document management system, Email, Printer and photocopier.
Reporting line and career path
Next roles: Senior Operations Executive, Operations Executive, MIS Executive
Interview questions for a Back Office Executive
- You find a form with a missing signature at the end of the day. What do you do?
- How do you keep track of pending requests so none are forgotten?
- Which Excel functions do you use most often, and for what?
- How would you organize files so that any record can be found in minutes?
- A salesperson asks you to process a request without the required document. How do you respond?
- How do you check your own work before submitting it?
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What is the work of a back office executive?
A back office executive processes the paperwork and system updates behind customer transactions. Typical work includes entering and updating records, checking documents, processing routine requests from front office or field staff, preparing reports, filing and scanning, and helping with month-end reconciliations. The role has little direct customer contact.
What is the difference between front office and back office executives?
A front office executive deals directly with customers or visitors: greeting them, answering queries and collecting documents. A back office executive works behind the scenes on what happens next: checking those documents, updating systems, processing requests and preparing reports. Both roles depend on each other.
What qualification is needed for a back office executive job?
Employers usually want a graduate in any stream, basic computer skills and a typing speed of around 30 words per minute. A computer course such as MS-CIT or CCC helps freshers. Commerce graduates are preferred for roles involving invoices, payments or reconciliations.