Back-Office Transformation

Back-Office Transformation - Success Story

Transforming operations and delivering exceptional results through innovative solutions.

Client Overview

Client TypeSMB
IndustryE-commerce
RegionUS
Team TypeAdmin Support / Operations / Data Management

Challenge

Before Oscorm, the client struggled with:

  • Highly manual, error-prone, and time-consuming operations
  • Disorganized documentation and inconsistent task executions
  • Lack of visibility into workload, productivity, or bottlenecks
  • High costs associated with expanding hiring and onboarding
  • Frequent errors in data entry, re-keying, and reporting

Executive Summary

The company faced significant operational inefficiencies, leading to delays within teams and struggles to maintain compliance across various markets by missing deadlines.

Goals

Main Goals

  • Reduce manual and error-prone work
  • Improve accuracy and consistency in daily admin tasks
  • Increase visibility into task progress and productivity
  • Build a scalable back-office support system
  • Strengthen cross-team communication and information flow

KPIs (Key Performance Indicators)

  • Time to hire: 4-6 weeks -> 48 hours
  • Error rate: Frequent -> 0%
  • Reporting accuracy: 60% -> 99% (audit-aligned)
  • Cost savings: 10-15%
  • Productivity: 2X more tasks completed / associate / week

Solution & Team Setup

Team Size

  • 1 Project Manager
  • 2 Admin Support Specialists
  • 1 QA Specialist
  • 1 Documentation Specialist
  • 1 Data Analyst

Model

Dedicated (Oscorm Managed Team)

Tools Used

  • React
  • Node.js
  • MongoDB
  • AWS

AI Contribution

  • Daily activity summaries
  • Automated QA (99.9% accuracy) for documentation
  • Productivity tracking and insights
  • Intelligent resource allocation

Execution

Phases

Onboarding & Process Mapping

  • Documented all existing workflow
  • Identified bottlenecks and gaps, friction points

Workflow Redesign & Setup

  • Standardized all processes
  • Created operating procedures for recurring tasks

Daily Operations & Quality Control

  • Task queues, prioritization, and time-tracking
  • Automated quality checks and reporting

Training & Feedback Loop

  • Regular training and updates
  • Bi-weekly feedback sessions with team leads

QA, Client, & Weekly Demos

  • Weekly QA reviews
  • Weekly presentations of improvements and metrics

Transparency Features

  • Managed 100+ tasks daily
  • A complete audit trail per task
  • Real-time dashboard for accurate output and quality

Results

Quantitative Impact (within 9 months)

Time to hire:
4-6 weeks→48 hours
Errors:
60%→0%
Data quality:
60%→99% + real-time dashboard with 100% transparency
Cost savings:
High→10-15%
Output speed:
Slow→2-3x faster execution

Customer Outcomes

  • Operational overhead reduced by 70%
  • Streamlined documentation across 3 internal departments
  • Improved data accuracy and quality by 99%+
  • Automated monthly reporting saved 70+ hours per month
  • Improved turnaround time from 48 hours to under 12 hours

Client Quote

"Oscorm did not just give us efficiency – they rebuilt our entire operational backbone. The visibility, speed, and consistency have been game-changing."

Deliverables

  • Standardized SOP playbook
  • Automated reporting dashboards
  • 99.9% accurate data processing
  • Centralized admin workflows
  • Real-time task management and documentation

Timeline

Duration: 9 Months

Ramp-Up: 1 Month (Full Pod in 48 hours)

Phase 13 Months
Phase 23 Months
Phase 33 Months

Engagement Snapshot

Client LocationUnited States
IndustryE-commerce
Engagement TypeDedicated Pod (Managed by Oscorm)
Team Size1 Project Manager, 2 Admin Support
Key Team MembersReact, Node.js, MongoDB, AWS

Technologies Used

ReactNode.jsMongoDBAWS
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