Back Office Executive

This role facilitates the seamless flow of dealership operations by managing critical documentation and data integrity across various departments. The focus is on maintaining accurate records in the Dealer Management System while ensuring compliance with RTO and insurance protocols to support the sales and service teams.

Key Responsibilities

• Execute daily data entry tasks in the Dealer Management System (DMS) including customer profiles, vehicle details, and service history.

• Prepare and verify all documentation required for RTO registration, insurance issuance, and vehicle financing.

• Generate comprehensive MIS reports on a daily and monthly basis to track sales performance and inventory levels.

• Coordinate with the sales and accounts teams to ensure timely invoicing and payment reconciliation.

• Maintain a systematic physical and digital filing system for vehicle delivery folders and compliance documents.

• Manage office supplies and vendor coordination to ensure uninterrupted administrative operations.

• Assist in stock auditing and physical verification of vehicle inventory at the yard or showroom.

• Handle customer queries related to documentation and provide support during the vehicle delivery process.

Requirements

• Bachelor’s degree (B.Com, BBA, or BA) from a recognized Indian university.

• 1-3 years of experience in an administrative or back-office role, preferably within an automotive dealership.

• High proficiency in MS Excel, including the use of VLOOKUPs and Pivot Tables for reporting.

• Strong command over written and spoken local language and functional English.

• Exceptional attention to detail to ensure error-free documentation for RTO and insurance.

• Ability to work in a fast-paced environment and meet strict operational deadlines.

Preferred

• Prior experience working with DMS software such as Autoline, SAP, or brand-specific OEM platforms.

• Basic understanding of GST invoicing and automotive insurance processes.

• Residing within a 10-15 km radius of the dealership location.

Skills

Technical

Advanced MS Excel, DMS Operations, Data Management, MIS Reporting, Basic Tally knowledge

Soft Skills

Organizational Skills, Time Management, Multi-tasking, Analytical Thinking, Interpersonal Communication

Qualifications

Education: Graduate in any stream (Commerce background preferred)

Experience: 1 to 3 years of relevant work experience

Certifications: MS Office Certification, Diploma in Office Administration (Optional)

Work Environment

On-site dealership office, standard 6-day work week (Monday to Saturday), 10:00 AM to 7:00 PM shift.

Growth Opportunities

Successful candidates can progress to Senior Back Office Executive, Accounts Executive, or move into Workshop Operations and Sales Coordination roles within the group network.