Back Office Executive

BACK OFFICE EXECUTIVE – KINETIC EV DEALERSHIPPosition: Back Office Executive / Dealership Operations Executive

Department: Operations & Administration

Industry: Automobile / Electric Two-Wheeler Dealership

Location: Elegant Automobiles – Kinetic EV, West Delhi

JOB SUMMARYWe are looking for a responsible, organised and detail-oriented Back Office Executive to manage the dealership's complete billing, documentation, insurance, RTO, customer files and cash-management support.

The candidate will be responsible for ensuring that every vehicle sale is properly documented, billed, insured, registered and closed without documentation or financial discrepancies.

• KEY RESPONSIBILITIES1. Billing & InvoicingPrepare and process customer vehicle invoices and billing documents.
• Ensure correct vehicle model, variant, chassis number, battery number, customer details and pricing.
• Maintain daily billing records and sales documentation.
• Coordinate with the sales team to ensure timely invoicing after booking/delivery.
• Verify discounts, accessories, insurance and other applicable charges before final billing.
• 2. InsuranceCoordinate vehicle insurance policies with insurance companies/agents.
• Prepare and submit required customer and vehicle documents.
• Verify policy details before vehicle delivery.
• Maintain proper records of all insurance policies issued.
• Resolve documentation discrepancies and coordinate corrections where required.
• 3. RTO & RegistrationHandle complete RTO documentation and registration coordination.
• Prepare customer files for registration and ensure all required documents are available.
• Coordinate with RTO agents/representatives for timely processing.
• Track registration status and maintain records of pending cases.
• Ensure RC-related documentation is properly filed and handed over to customers as applicable.
• 4. Customer File & Documentation ManagementCreate and maintain a complete file for every vehicle sale.
• Maintain customer KYC, invoice, insurance, RTO, finance and delivery documents.
• Ensure documents are properly signed, verified and arranged.
• Maintain physical as well as digital records.
• Regularly check pending/incomplete files and coordinate with the sales team for closure.
• Maintain confidentiality of customer information and dealership records.
• 5. Cash & Payment ManagementMaintain daily records of customer payments received through cash, UPI, bank transfer, card and other approved modes.
• Issue/maintain proper payment receipts and transaction records.
• Maintain daily cash register and cash reconciliation.
• Coordinate with management/accounts for daily deposit and settlement.
• Ensure no mismatch between customer payment, invoice amount and dealership records.
• Report any discrepancy immediately to the management.
• 6. Vehicle Delivery DocumentationEnsure all documentation is completed before vehicle delivery.
• Prepare delivery documents and customer acknowledgement forms.
• Coordinate with Sales, Insurance, RTO and Accounts before delivery.
• Maintain proper delivery records including vehicle and customer details.
• Ensure no vehicle is delivered without required management approval and documentation.
• 7. Daily MIS & ReportingMaintain daily sales, billing, payment and delivery records.
• Prepare reports for:
• Vehicles billed
• Vehicles delivered
• Insurance issued
• RTO pending/completed
• Customer payments
• Outstanding amounts
• Pending documentation
• Submit daily/weekly MIS reports to management.
• REQUIRED SKILLSGood knowledge of MS Word & MS Excel
• Strong documentation and record-keeping skills
• Basic understanding of automobile dealership billing/RTO/insurance processes
• Good numerical and cash-handling ability
• Excellent attention to detail
• Good communication and coordination skills
• Ability to maintain confidential customer and financial information
• Ability to work under deadlines
• Organised and responsible approach to work

EXPERIENCEPreferred: 1–3 years of experience in automobile dealership back office, billing, insurance, RTO, finance or documentation.

Candidates with automobile dealership experience will be preferred.

KEY PERFORMANCE EXPECTATIONSThe employee will be expected to ensure:

Zero documentation errors • Timely billing • Timely insurance • Proper RTO follow-up • Complete customer files • Accurate cash reconciliation • Daily MIS reporting

REPORTINGReports To: Dealership Owner / Management

IMPORTANTThis is a responsibility-oriented position. The employee will be responsible for maintaining accurate dealership records and must immediately report any billing, cash, documentation or customer-file discrepancy to management.

Salary: As per experience and dealership policy

Working Days: 6 Days a Week

Weekly Off: 1 Weekday Off