Back Office Executive

ICS International Certification LLP is looking for a responsible and well-organized Back Office Coordinator to support certification, inspection, calibration, training and sustainability operations.

The candidate will coordinate with clients and internal teams, schedule assignments, maintain records, prepare documents and presentations, support invoicing and ensure timely completion of administrative activities.

• Key ResponsibilitiesCoordinate with clients regarding audit, inspection, calibration and training assignments.
• Collect required application forms, company information and supporting documents.
• Plan audit, inspection and training dates in coordination with clients and technical personnel.
• Prepare and maintain monthly and weekly activity schedules.
• Coordinate the availability and deployment of auditors, inspectors, trainers and technical experts.
• Send appointment confirmations, audit plans, inspection schedules and reminders.
• Follow up with clients for pending documents, approvals and payments.
• Prepare quotations, proforma invoices and tax-invoice support documents.
• Coordinate with the Accounts Department for invoicing and payment status.
• Maintain client databases, inquiry registers, order details and assignment records.
• Prepare professional letters, reports, proposals and certificates.
• Enter, verify and update data in Microsoft Excel.
• Prepare PowerPoint presentations for meetings, training and marketing activities.
• Maintain soft-copy and hard-copy records using proper document-control practices.
• Track audit reports, inspection reports, nonconformity closures and certificate status.
• Support tender documentation and online portal submissions when required.
• Coordinate travel, accommodation and site-visit arrangements.
• Communicate professionally through email, telephone and WhatsApp.
• Protect client information and maintain confidentiality.
• Required SkillsGood knowledge of Microsoft Word, Excel and PowerPoint
• Professional email drafting and communication
• Client coordination and follow-up skills
• Planning, scheduling and record management
• Basic understanding of quotations and invoicing
• Data-entry accuracy and attention to detail
• Ability to manage multiple assignments and deadlines
• Good written and verbal communication
• Basic knowledge of ISO certification or inspection services is preferred