Back Office Admin Full Time NEW

True Hope Foundation is a crowdfunding and social impact organization dedicated to supporting NGOs, patients, animals, elderly people, children, disaster-affected families, and other vulnerable communities. We work closely with donors, NGOs, hospitals, beneficiaries, and internal teams to ensure transparent fundraising, proper documentation, and timely support.

Job Summary

We are looking for a responsible and organized Back Office Admin to manage daily administrative tasks, documentation, data entry, coordination, reporting, and internal support work. The candidate should be detail-oriented, punctual, good with follow-ups, and capable of handling backend operations smoothly.

Key ResponsibilitiesAdministrative & Back Office Work

• Manage day-to-day office administration and backend operations.
• Maintain proper records of files, documents, bills, receipts, agreements, and reports.
• Handle data entry work accurately in Excel, Google Sheets, CRM, or internal systems.
• Prepare daily, weekly, and monthly reports as required by the management.
• Maintain donor, NGO, campaign, patient, and beneficiary-related records.

Documentation & Coordination

• Collect and verify documents from NGOs, hospitals, patients, vendors, and internal teams.
• Coordinate with campaign, accounts, marketing, and operations teams for required information.
• Follow up for pending bills, medical documents, utilization reports, invoices, and approvals.
• Organize documents in proper folders and maintain digital records.
• Support the team in preparing MOUs, letters, reports, and other official documents.

Communication & Follow-Up

• Make follow-up calls and send messages/emails when required.
• Coordinate with NGOs and beneficiaries for updates, photos, videos, bills, and reports.
• Support donor service and internal teams with backend information.
• Maintain polite and professional communication with all stakeholders.

Accounts & Reporting Support

• Assist the accounts team with bill collection, invoice tracking, payment records, and expense documentation.
• Maintain petty cash records if assigned.
• Track pending payments, approvals, and documents.
• Ensure all records are accurate and properly updated.

Office Support

• Support HR and admin-related work such as attendance, staff records, joining documents, and office requirements.
• Maintain office supplies and coordinate with vendors when required.
• Ensure proper filing and office discipline.
• Perform any other administrative task assigned by the management.

Required Skills

• Good knowledge of MS Excel, Google Sheets, MS Word, and basic computer operations.
• Good typing speed and data entry accuracy.
• Strong follow-up and coordination skills.
• Basic email writing and communication skills.
• Ability to maintain confidentiality of official documents and donor information.
• Good organizational and time-management skills.
• Honest, disciplined, responsible, and detail-oriented.

Qualification & Experience

• Graduate in any stream preferred.
• Minimum 1–3 years of experience in back office, admin, data entry, documentation, or office coordination.
• Experience in NGO, healthcare, crowdfunding, accounts support, or operations will be an added advantage.