Administrative

Back Office Executive job description

A Back Office Executive manages data processing, financial reconciliation, and operational support using ERP systems like SAP and Oracle — ensuring seamless business continuity.

Published August 6, 2024Updated May 9, 20261377 likes

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Job brief

We are seeking a detail-oriented Back Office Executive to join our operations team and take ownership of critical business processes that support our growing client base of 500+ accounts. In this role, you will manage invoice processing, financial reconciliation, and data integrity across our SAP and Salesforce systems while ensuring compliance with SOX controls and audit requirements. You will work closely with finance, procurement, and client services teams to streamline operations and support business growth. If you thrive in a structured environment where accuracy and process optimization are valued, this role offers excellent growth opportunities.

Key highlights

Process accounts payable invoices and purchase orders through SAP ERP system, ensuring three-way matching and proper approval workflows
Reconcile bank statements, credit card transactions, and GL accounts using automated matching rules and exception reporting
Generate monthly financial reports including P&L variance analysis, cash flow statements, and operational dashboards using Power BI
Execute daily cash management operations including wire transfers, ACH payments, and foreign exchange transactions

What is a Back Office Executive?

A Back Office Executive is an operations professional who manages critical administrative processes including data entry, financial reconciliation, vendor management, and compliance documentation. Working extensively with enterprise systems such as SAP ERP, Oracle Financials, Microsoft Dynamics, and CRM platforms, Back Office Executives ensure accurate transaction processing, maintain regulatory compliance records, and support front-office operations through systematic data management. Their work forms the operational backbone that enables customer-facing teams to deliver seamless service while maintaining audit trails and business continuity.

What does a Back Office Executive do?

A Back Office Executive processes invoices and purchase orders in ERP systems, reconciles bank statements and GL accounts, and maintains vendor master data and client records. They generate monthly financial reports using Excel pivot tables and Business Intelligence tools, coordinate with procurement teams on purchase requisitions, and ensure KYC documentation compliance for new client onboarding. They also manage payroll processing, expense reimbursements, and coordinate with external auditors during quarterly reviews while maintaining GDPR-compliant data handling procedures.

Key responsibilities

Process accounts payable invoices and purchase orders through SAP ERP system, ensuring three-way matching and proper approval workflows
Reconcile bank statements, credit card transactions, and GL accounts using automated matching rules and exception reporting
Maintain vendor master data, client records, and KYC documentation ensuring GDPR compliance and audit readiness
Generate monthly financial reports including P&L variance analysis, cash flow statements, and operational dashboards using Power BI
Coordinate payroll processing in Workday HRIS, including timesheet validation, expense reimbursements, and benefits administration
Support procurement activities by processing purchase requisitions, obtaining vendor quotes, and maintaining contract databases
Execute daily cash management operations including wire transfers, ACH payments, and foreign exchange transactions
Assist external auditors during quarterly reviews by preparing supporting documentation, account reconciliations, and compliance reports

Requirements and skills

Proficiency in ERP systems such as SAP, Oracle Financials, or Microsoft Dynamics for transaction processing and reporting
Advanced Excel skills including VLOOKUP, pivot tables, macros, and financial modeling for data analysis and reconciliation
Bachelor's degree in Business Administration, Accounting, or Finance with coursework in financial reporting and business operations
Experience with HRIS platforms like Workday, ADP, or BambooHR for payroll processing and employee data management
Knowledge of accounting principles including GAAP compliance, month-end close procedures, and internal control frameworks
Familiarity with payment systems, banking platforms, and cash management tools for processing vendor payments and collections
Ability to handle confidential financial data and personally identifiable information in compliance with SOX and privacy regulations
Strong analytical skills to identify discrepancies in financial data, process inefficiencies, and opportunities for automation

FAQs

What does a Back Office Executive do in their daily work?

A Back Office Executive handles critical operational tasks including processing invoices in ERP systems, reconciling financial accounts, and maintaining accurate client and vendor databases. They spend their day working with enterprise software like SAP or Oracle to ensure transaction accuracy, generate financial reports, and support compliance requirements. They also coordinate with various departments to resolve discrepancies, process payments, and maintain the data integrity that front-office teams depend on for customer service.

What technical skills are required for Back Office Executive roles?

Back Office Executives need proficiency in ERP systems like SAP, Oracle, or Microsoft Dynamics for processing transactions and generating reports. Advanced Excel skills including pivot tables, VLOOKUP, and macros are essential for data analysis and reconciliation work. Familiarity with HRIS platforms such as Workday or ADP is important for payroll processing, while knowledge of payment systems and banking platforms helps with cash management operations. Understanding of accounting principles and compliance frameworks like SOX is also valuable.

Who does a Back Office Executive collaborate with in their role?

Back Office Executives work closely with finance teams on month-end closing procedures and financial reporting, collaborate with procurement departments on purchase order processing and vendor management, and support HR teams with payroll and employee data maintenance. They also interact with external auditors during compliance reviews, coordinate with banking partners for payment processing, and provide operational support to customer service teams by maintaining accurate client records and transaction histories.

What is the career progression for Back Office Executive positions?

Back Office Executives typically advance to Senior Executive or Team Lead roles within 2-3 years, taking on more complex reconciliations and training new staff. With additional experience and certifications like CPA or relevant ERP credentials, they can move into Operations Manager, Finance Analyst, or Business Process Analyst positions. Many professionals use this role as a stepping stone into specialized areas like Financial Planning & Analysis, Internal Audit, or ERP implementation consulting, where their hands-on system experience becomes highly valuable.