Back Office Executive Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a back office executive. Feel free to use our back office executive job description template to produce your own. We also provide you with information about the salary you can earn as a back office executive.
Who is a Back Office Executive?
Let’s begin by explaining what back-office work is. Back office jobs are non-client-facing positions within a firm. The back office is the department that helps front office, or client-facing, positions with their different obligations. Employees in the back office are responsible for a variety of administrative responsibilities, such as data management and record-keeping. In a call center, for example, the majority of employment may be customer-facing. Accounting, HR, analytics, and office management are some of the back-office positions in a call center.
In most cases, a company’s back office makes less revenue than its front office. It’s also worth noting that, while back-office personnel doesn’t deal directly with customers, they do deal with front-office employees.
Who then is a Back Office Executive?
Back office executives help front-office employees with administrative and managerial tasks. Back office executives do not deal directly with customers and instead operate behind the scenes to ensure the company’s seamless operation. They help with research, data analysis, and bookkeeping, among other things.
Any organization’s back office executive can be found working behind the scenes. They give a variety of management assistance and assist in the simplification of front office production, which might be referred to as the company’s face. The front office is where personnel interact with the public, hold meetings, conduct interviews, and communicate, among other things. However, without the back office executive, their production would suffer. Administrative skills make up back office skills. Data input and management, projects and claims processing, market trends and behavior analysis, market research, and finance and accounting responsibilities are among them. Information technology (IT) and human resources are two more back office capabilities.
The support systems that keep front-office production afloat are referred to as back-office technology or technologies. Back office technology will change depending on the purpose; for example, back office data entry staff will likely use different software/tools than back office finance employees. If you’re interested in learning more about back-office executive roles, keep reading to see how their coordination and engagement are critical to successful commercial transactions.
Back Office Executive Job Description
Below are the back office executive job description examples you can use to develop your resume or write a back office executive job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The duties and responsibilities of a back office executive include the following:
- Assist and give adequate support to administrative personnel in their daily tasks.
- Assist and coordinate with the marketing and sales departments.
- Organize marketing research, document it, and submit it to the marketing department for approval.
- Assist sales unit with customer account management and documentation.
- Prepare reports based on competitive product analysis.
- Prepare customer balances and reconcile them.
- Rectify any inconsistencies in client account balances.
- Assist inventory control workers in keeping inventory data up to date.
- Assist the front office workers in keeping the office clean and tidy.
- Assist in the preparation, scheduling, and organization of meetings, events, and appointments for the front office.
- Do market research.
- Obtain and analyze research data.
- Print, send emails, and order office supplies are examples of fundamental administrative tasks.
- Assist the Front Desk staff.
- Assist with inventory management.
- Organize and update staff meetings and calendars.
- Process receipts, invoices, and bills for the company
- Provide assistance and support to management.
Qualifications
- Having a bachelor’s degree in business administration or any closely related subject is a basic requirement.
- Experience working as an Office Executive in the past.
- Exceptional organizational abilities.
- Having knowledge of computer operating systems and Microsoft Office software is required.
- CRM platforms are something a back office executive should be familiar with.
- Have the ability to work efficiently as part of a team.
- Have both oral and written communication skills.
- Having a basic understanding of financial and accounting applications is required.
- Market research techniques are something you should be familiar with.
Essential Skills
Because back office roles frequently require collaboration with different departments, having great communication skills might be advantageous. Written communication abilities may be required when working with data or optimizing procedures for other departments. For example, you may send emails to your coworkers to give directions or clarify their demands, or you could produce reports to document your results and explain your recommendations. Because back office executives frequently work with the same team for long periods of time, you may also need great verbal communication skills to communicate with your team members during the day.
- Organizing abilities
Back office executives are in charge of organizing a large number of papers and assignments, many of which are confidential. Having basic organizing abilities such as to file, storing, and sourcing each thing is critical in this regard. Furthermore, they are frequently in charge of keeping and procuring office supplies such as staplers, printer paper, and folders, which necessitates strong organizational skills.
- Processing Projects
Project management is a vital back office executive duty. A back office executive and their team supervise operations like as ordering, tracking, and delivery of items, while the front office works closely and immediately on the project.
- Analysis
The back office will include a staff of analysts to analyze research in order to make effective predictions regarding market and consumer trends. The back office executive will lead the research analysis and development of situational scenarios, outlining the benefits and drawbacks of each. This knowledge will be documented and used by management when making future decisions for the organization.
- Skills in critical thinking.
The unexpected happens a lot in offices. To tackle any obstacle that may arise, back office executives are equipped with critical thinking and problem-solving skills. If the printer breaks, the bathrooms aren’t clean, or food goes missing in the kitchen, the back office executive must come up with answers to these problems. They are in charge of scheduling plumbers, maintenance, and custodians, as well as resolving employee conflicts. If a situation arises for which they have no solution, it is their responsibility to think critically and come up with a creative solution.
- Finance and accounting
Accounting is a prevalent sort of back-office employment. If your firm is small, the accounting department may not have a large number of employees. Instead, they can have one person who is solely responsible for keeping track of their finances. You can work as a staff accountant or as a management assistant who handles the accounting for a small business operation if you grasp the basic principles of accounting. You can turn this expertise into a lucrative job or add it to your CV as a bonus skill that appeals to a certain back office role. Specialists in charge of the organization’s finances will be part of the back office leadership team. The back office is where receipts, invoices, bills, checks, financial reports and statements, and other documents end up. Executives in the back office collaborate closely with professionals in charge of the company’s finances.
- Data Management
Data management refers to the process of creating, storing, and verifying documents. The gathering, authentication, preparation, and formatting of presentations are among the tasks of back office executives. The back office executive will be responsible for ensuring that papers are compliant with legal, organizational, and contractual regulations.
- Market research
Following market trends and studying behavior to identify the current and future influence of conditions on the organization are among the responsibilities of back-office executives. They monitor consumer behavior research and provide reports on user preferences in relation to company goals. They keep track of the performance of competing brands. The corporation would have no rules for planning courses of action without back office executive duties.
- Information technologies (IT)
Many back office executives may need to use computers and software, therefore a basic understanding of information technology may be beneficial. Many businesses have IT departments to assist them with their questions and to keep their computers and network systems up to date. You could be a valued member of a back office team if you can grasp and improve these processes. IT abilities can be valuable in a range of industries, so including them on your resume will help you stand out to organizations looking to hire for back-office positions.
- Skills in time management
Back Several jobs are assigned to office executives on a regular basis. Some of their tasks are routinely scheduled, but others are frequently unplanned. There may be times when office administrators are under pressure to fulfill work by a specific deadline. These chores can be prioritized with the help of time management skills.
Back office executives can utilize their time management abilities to make a list of information that needs to be filed, data that needs to be entered, and papers or reports that need to be submitted. You should be able to handle troubleshooting and flexibility in dynamic circumstances in this position.
- Ability to learn quickly.
If the office adopts a new scheduling system, or if their boss requires a project to be done using unfamiliar software, the back office executive may be asked to learn and adapt to the new approach. Quick learners who are flexible and adaptive can easily build skills to boost efficiency and productivity in the workplace.
- Attention to detail.
Mistakes are bound to occur. Back office executives are frequently tasked with spotting and addressing problems before they become visible to clients. They should pay close attention to the facts, language, and tone of employees’ work.
How to become a Back Office executive
- Earn a degree
Perhaps the most crucial distinction between a back office employee and a back office executive is education. Many of the employees at these offices are entry-level and don’t require any formal education. Management is frequently a different story. A bachelor’s degree is almost always necessary, and a graduate degree in business or a related discipline is frequently required as well.
- Gain Experience
To work as a back-office manager, you’ll normally require several years of experience in an office setting. Before you can move into back-office management, you’ll need to develop both fundamental and sophisticated office abilities, as well as supervisory experience.
Without some relevant experience, getting employed as an executive in any sector is typically extremely difficult, if not impossible. A basic administrative job can be beneficial, but if you really want to be a leader, you’ll generally need more than just entry-level expertise. Looking for associate roles at companies that specialize in your field of interest is a fantastic place to start, and working as a business consultant can also help you get significant experience. The most important thing you can do is show employers that you’re capable of not only working in a back office, but also of leading people, reaching goals, and creating positive change.
Before you can work as a back office executive, most employers will require you to have real-world office management experience. Although some organizations will hire office staff directly, many people begin their careers in office administration by working for temporary services. It’s a good idea to take advantage of training chances while you’re working, especially ones that focus on learning new types of software. Office workers are required to be proficient in word processing and spreadsheets. You may be a more desirable candidate for higher-paying professions if you can learn basic web design and desktop publishing abilities as well.
Where to Work as a Back Office Executive
- Hotels
A hotel back office executive has a room or space set aside at the hotel to handle some of the higher-level financial work and other challenges that this type of business faces. The offices of higher-level management workers are normally located in this portion of the hotel. Smaller independently owned hotels, which may not have a back office at all, may have more aspects set up in the back office than larger hotels or franchisees in a chain. The housekeeping team is overseen by a hotel back office executive. A setup to deal with long-term financial information is one of the most significant functions of a hotel back office executive. Back office software for hotels is widely sold by software businesses to help generate annual accounting reports or manage long-term financial facts. In contrast, in a hotel’s front office, or front desk, lower-level employees typically hold cash received from customers and keep up-to-date information on nightly or weekly financials, as well as credit card details for recent guests.
- Banks
Although the positions offered in banks’ back offices are not as high-profile as those in the front, they are critical to the continued operation of financial institutions. A platform for trading, for example, may exist in an investment bank where financial securities are bought and sold. Back office executives must ensure that trading activities are correctly concluded, settled, and cleared, regardless of how high the trade volume is on any particular trading day. A bank’s back-office staff ensures that payments are received so that payrolls can be fulfilled and additional investments pursued. If the financial institution is large enough, any malfunction in the back office could have far-reaching consequences not only for the specific banking organization but even for the entire economy.
- Companies
Back office executives give administrative and management support to a company’s front-office employees. Back office executives do not deal directly with clients and instead operate behind the scenes to ensure the company’s seamless operation. They are responsible for critical administrative tasks, as well as research, data analysis, and accounting.
Back Office Executive Salary Scale
As of March 29, 2022, the average Back Office Executive salary is $59,845; however, the salary range frequently ranges between $49,808 and $67,321. Salary ranges depend on a variety of factors, which includes schooling, certifications, supplementary talents, and the number of years you’ve worked in your field.
In Nigeria, a Back Office Executive can expect to make roughly 278,000 NGN each month. Salaries range from 142,000 NGN to 428,000 NGN (lowest to highest) (highest).
This is the monthly paid average, which covers housing, transportation, and other benefits. Salary for back-office executives varies greatly depending on factors such as experience, abilities, gender, and location.