Back Office & Admin Track

What this track is

Back office work is invisible when it is done well. The client opens their inbox and it is calm. Their calendar has no double bookings. The CRM shows the truth. The report on Friday has real numbers. Nobody notices the person behind it, and that is the point.

It is also the work where one small slip can do real damage: a wrong amount in a ledger, a deleted contact list, a meeting booked in the wrong time zone, a contract saved where the whole world can open it. This track teaches you the craft that prevents those slips. It is the Narqix way, and it is stricter than what most offshore firms teach.

Who this track is for

Role	You mainly own	Start with
Executive and Admin Assistant	Inbox, calendar, travel, meeting prep, vendors, client communication	Role guide 01, then Inbox and Calendar
Data Entry and Data Quality Specialist	Entering, checking and cleaning data with proven accuracy	Role guide 02, then Data Entry Accuracy
CRM Administrator	Record quality, pipelines, tags, imports, dedupe, reports	Role guide 03, then CRM Hygiene Cycle
Research Assistant	Lead, vendor, market and competitor research	Role guide 04, then Research Briefs
Bookkeeping Support Assistant	Receipts, invoices, transaction data prep (never advice)	Role guide 05, then Data Entry Accuracy
Recruiting Coordinator	Job posts, applicant flow, interview scheduling, candidate updates	Role guide 06, then Calendar Management

Learning path

Work through the pages in this order. Do not skip the procedures, even if you have done admin work before. Our standards are different.

1. Role guide for your role (pages 01 to 06). Read the others later so you understand your teammates.
2. Inbox Management (07): the Six Outcomes Sweep.
3. Calendar Management (08): the Five Facts invite and the evening brief.
4. Research Briefs (09): no source, no fact.
5. Data Entry Accuracy (10): the Double Entry Comparison method.
6. CRM Hygiene Cycle (11): daily, weekly, monthly, quarterly.
7. File Naming and Document Control (12): where files live and how they are named.
8. Client Workflow Record (13): how to write down every client process so anyone can run it.
9. Weekly Client Report (14): how to show value in numbers.
10. Glossary (15): words you will hear every day.
11. Client communication templates (the script pages in this section): ready-to-adapt emails and messages.

The client communication templates

Situation	Template
A new task arrives	Client Update: Task Acknowledgment and ETA
Daily inbox summary	Client Update: Daily Inbox Digest
Tomorrow's schedule	Client Update: Evening Calendar Brief
Booking a meeting with an outside contact	Scheduling Email: Booking a Meeting on the Client's Behalf
Confirming, moving or recovering a meeting	Scheduling Email: Confirmation, Reschedule and No-Show
Someone owes the client a reply	Follow Up Email: Polite Nudges for Waiting Items
You need a decision or are blocked	Client Message: Asking for a Decision or Unblocking Work
You made an error	Client Message: Owning a Mistake
Getting quotes from vendors	Vendor Email: Requesting Quotes and Comparing Them
Interviews and candidate updates	Candidate Email: Interview Scheduling and Status Updates
Missing receipts or documents	Request Email: Missing Receipts and Documents

How this track fits with Narqix Standards

Some rules apply to every Narqix person on every account, in every track. Those live in the Narqix Standards section, and you must know them before you touch client work:

• Data Security and Privacy: devices, passwords, access, incidents.
• Communication Standard: response times, time zones, plain English.
• Reporting Standard: start of day and end of day reports.
• Escalation Ladder: P1 to P4 and who to tell.
• Attendance and Shift Standard: your scheduled shift and your campaign's check-in method.
• AI Use Policy: what you may and may not put into an AI tool.

This track does not repeat those rules. It teaches the craft on top of them. When a page says "see the Security Standard", go and read it.

The five habits of a Narqix back office specialist

1. Every item gets one clear outcome. Nothing sits in limbo. Every email, task and record ends a session handled, assigned, waiting or parked on purpose.
2. Checks are structured, not visual. "I looked it over" is not a check. We compare, count and reconcile.
3. The client owns everything. Their accounts, their folders, their data. You are a guest with a key, never the owner.
4. Written down or it did not happen. Every process is recorded, every change is logged, every promise has a date.
5. Numbers, not activity. Reports say what changed for the client, with numbers, not how busy you were.

Tools you will use (generic names)

Email inbox, calendar, CRM, spreadsheet, shared drive, password manager, task tracker, team channel, e-signature tool, applicant tracker (recruiting), accounting system (bookkeeping support, view and data entry only), and your campaign's time tracker. Each client's exact tools are listed in their Client Workflow Record.

Check yourself

1. Which section holds the rules for passwords and devices, and why is it not repeated here?
2. Name the five habits of a Narqix back office specialist.
3. A task asks you to delete 300 old contacts. What must happen before you do anything?
4. Which page should you read right after your role guide?

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