Back-Office Executive - Certification Operations (Global GAP + SMETA)

About the job

Location: Preferred Kolkata but flexibleFull-time | Back Office | Entry to Mid-Level ABOUT EFRACEFRAC, part of the QIMA Group, is a leading quality control, testing, and compliance service provider delivering comprehensive solutions across Food, Pharma, Packaging, Environment, and Gas sectors. As part of QIMA's global network operating in 85+ countries, our Certification division issues Global GAP certificates and manages SMETA audit cycles for hundreds of producers and suppliers worldwide. ABOUT THE ROLEAs a Back-Office Executive, you will work across both Global GAP and SMETA certification programs - handling scheduling, data entry, client follow-up, corrective action tracking, and file management. No prior certification experience is required: we train you on Global GAP and SMETA operations. What matters is that you are organized, precise, and able to handle high volumes without losing accuracy.Note for agencies: We are hiring multiple executives for this role. Candidates with TIC, audit coordination, or compliance administration backgrounds are ideal but not mandatory.AUDIT SCHEDULING AND COORDINATION- Schedule audits with clients (farms, producers, factories, suppliers) across time zones- Confirm audit assignments with auditors and field teams- Send pre-audit documentation packages and confirm client readiness- Monitor upcoming audit dates and flag delays to the Documentation Manager REPORT AND CERTIFICATE OPERATIONS- Receive completed audit reports, run initial completeness checks, and route to Technical Review- Data-enter audit outcomes into internal trackers and scheme portals as directed- Support certificate preparation, dispatch, and client delivery- Maintain digital filing systems for reports, certificates, and supporting evidenceCORRECTIVE ACTION AND FOLLOW-UP- Track open corrective actions (NCs / CAPRs) and send reminders to clients at defined intervals- Receive and log corrective action evidence submitted by clients- Coordinate with Technical Reviewers on CAPA closure verification- Update trackers and notify clients of closure or escalation decisionsCLIENT AND INTERNAL COMMUNICATION- Handle routine client queries on audit status, certificate validity, and portal registration- Escalate complex or technical queries to the Documentation Manager or Technical Reviewer- Support internal teams with data pulls, report generation, and ad hoc administrative tasks REQUIREMENTS - MUST HAVE- 1-3 years of experience in back-office operations, coordination, compliance administration, or a similar role- Strong proficiency in Excel or Google Sheets- Ability to manage multiple tasks simultaneously with strict attention to accuracy and deadlines- Good written English for professional client and team communication- Comfortable working in a high-volume, process-driven environmentREQUIREMENTS - PREFERRED- Prior experience at a certification body, inspection company, or audit firm- Familiarity with Sedex, Global GAP portal, or any audit management software- Experience in agricultural, food safety, or ethical trade sectors- Second language: Spanish, French, Arabic, Chinese, or Portuguese- Experience with SharePoint, Salesforce, or similar platforms