NxtWave Hiring for Back Office Assistant at Hyderabad, Telangana, India Full Time

Back Office Assistant (BOA) Job Description

About the Role

We’re seeking a detail-oriented and dependable Back Office Assistant (BOA) to support our creative production operations. As a BOA, you’ll play a critical role in managing vendor payments, equipment movement logs, and footage tracking, ensuring that nothing slips through the cracks during our high-volume shoot and post-production cycles.

This role sits at the intersection of finance, logistics, and data hygiene, and is key to making sure our creative engine runs efficiently across all campuses and departments.

Key Responsibilities

Vendor & Finance Support:

• Collect and verify bills, quotes, and payment requests from vendors, freelancers, and rental partners
• Coordinate with the Finance team to ensure the timely submission and processing of payments
• Maintain up-to-date cost trackers for equipment, props, travel, and logistics

Footage & Drive Management:

• Log and track the movement of hard drives and footage between campuses, editors, and post teams
• Perform first-level file naming and folder hygiene checks before QC or editorial handoff
• Coordinate with Creative Ops Lead for NAS/cloud uploads and footage backups

Documentation & Reporting:

• Maintain clear records for all shoot-related assets, expenses, and approvals
• Ensure internal documentation standards are followed (Google Sheets, Drive, Trello, or internal tools)
• Support creative Operations in preparing weekly summaries and report updates

Team & Vendor Communication:

• Liaise with editors, production assistants, and stakeholders on asset handovers and follow-ups
• Coordinate with vendors for delivery timelines, invoice clarifications, and payment statuses

Qualifications & Requirements

• 1–3 years of experience in back-office coordination, preferably in media, production, or operations
• Strong command of Excel/Google Sheets and cloud storage tools (Google Drive, Dropbox, etc.)
• Attention to detail and the ability to manage multiple threads without dropping the ball
• Basic understanding of production workflows, file formats, and data organization
• Good communication skills for coordination with both creative and admin teams
• Highly organized, deadline-driven, and discreet with sensitive data
• Bonus: Experience using tools like Trello, Notion, or ERP systems

Why This Role Matters

• Be the operational backbone behind a fast-growing content team
• Gain exposure to creative workflows and media production logistics
• Work with a multidisciplinary team of editors, producers, cinematographers, and finance

Opportunity to grow into production operations, post-production management, or project coordination roles