Back Office Assistant

Job Title: Back Office Administrator

Location: Thane, India (Office-based)

Job Type: Full-time (UK Business Hours: ~1.30 PM 9:30 PM IST, adjusting for BST)

About the Role

Were looking for a proactive, detail-oriented Back Office Administrator to join our Thane office. This hands-on role focuses on two key areas: creating accurate and timely internal reports using advanced Excel, and delivering a smooth, professional onboarding experience for new joiners.

Youll work closely with HR, IT, Finance, and leadership to keep data clean, processes efficient, and new team members set up for success from day one. We are open to freshers as well as candidates with some experience if you have strong Excel skills and a can-do attitude, wed love to hear from you.

This role supports our UK-headquartered operations, so youll work UK business hours

Key Responsibilities

Internal Reporting & Analytics

• Design and maintain clear internal reports, MIS dashboards, and KPI trackers using advanced Excel (PivotTables, Power Query, charts, slicers).
• Track and share regular updates on headcount, onboarding progress, attendance, attrition, and other operational metrics.
• Perform data checks, trend analysis, and prepare ad-hoc reports to support leadership decisions.
• Spot opportunities to simplify or automate repetitive reporting tasks.

Employee Onboarding & HR Support

• Manage the full onboarding journey: collect documents, coordinate background verification, handle offer letters & contracts, schedule inductions, set up system access (with IT), assign buddies, and conduct 30/60-day check-ins.
• Keep employee records accurate, up-to-date, and confidential while following data protection guidelines.
• Coordinate with HR, Finance, IT, and Operations to complete all joining formalities smoothly and on time.
• Support everyday HR tasks such as attendance & leave tracking and resolving basic employee queries.

General Back-Office Administration

• Handle document management (physical & digital), internal correspondence, and coordination for meetings or team events.
• Act as a reliable point of contact for reporting status and onboarding progress; flag any delays early.

Requirements (Must-Have)

• Graduate degree in any discipline (B.Com, BBA, BA, BMS or equivalent preferred).
• We welcome freshers as well as candidates with 02 years of relevant experience in back-office administration, HR operations support, or roles with a strong focus on reporting and data management.
• Comfortable working UK business hours (approx. 2:00 PM 11:00 PM IST, adjusting for UK time changes). Occasional extended hours during busy periods may be needed.
• Strong proficiency in Microsoft Excel is essential: PivotTables, Power Query, XLOOKUP/INDEX-MATCH, charts, dashboards, data validation. Basic VBA/macros is a plus.
• Excellent attention to detail, organisational skills, and commitment to accuracy and deadlines.
• Clear verbal and written English communication skills comfortable interacting with new joiners, internal teams, and UK/Europe stakeholders.
• Discreet and trustworthy with sensitive and confidential information.
• Self-motivated, able to work independently, and comfortable handling multiple tasks in a dynamic environment.

Preferred Qualifications

• Experience in IT/services, recruitment, or startup/scale-up environments.
• Hands-on exposure to HRIS, ATS, or payroll systems; basic understanding of Indian statutory compliance (PF, ESI, etc.).
• Interest in process improvement or automating reports.
• Immediate joiners or short-notice candidates preferred.

What We Offer

• Competitive salary aligned with experience and market standards.
• Opportunity to work with a fast-growing UK-headquartered organisation focused on talent solutions and practical AI applications.
• Exposure to modern HR practices, reporting automation, and cross-functional collaboration in a supportive team culture.
• Clear opportunities for learning, skill development, and career growth.
• Standard benefits: Provident Fund, Gratuity, and medical insurance coverage.