Mediterranean and Marine Business Support Advisor

Position: Mediterranean and Africa Marine Business Support Advisor
RINA is currently recruiting for a Mediterranean and Africa Marine Business Support Advisor to join its office in Genova, Italy within the Mediterranean and Africa Marine Division.
Mission
A Business Support Advisor with a focus on managing administrative tasks from the creation of a customer in a database to the issuance of invoices plays a crucial role in ensuring smooth customer interactions and efficient business operations.
Key Accountabilities

Customer Data Management

Create and maintain accurate customer records in the database.
Ensure that customer information is up-to-date and complete.
Handle customer inquiries related to account information and updates.

Offer Management

Collaborate with business development teams to insert offer in the internal system.
Provide customer with complete and accurate offer documents.

Contract and Customer Order Processing

Manage and update contract, ensuring accuracy and completeness.
Receive and process customer orders, ensuring accuracy and completeness.
Coordinate with relevant departments to fulfill orders in a timely manner.
Update customers on order status and expected delivery dates.

Invoicing

Generate and issue invoices to customers based on sales orders or service agreements.
Verify the accuracy of invoice details, including pricing and quantities.
Handle invoice-related inquiries and discrepancies.

Payment Processing

Monitor and track customer payments.
Coordinate with the finance department to ensure timely and accurate payment processing.
Address payment-related inquiries and issues.

Timesheet Management

Remind technical staff to submit accurate and timely timesheets for each project.
Ensure timesheets are completed in accordance with company policies and client requirements.

Customer Communication

Communicate with customers to provide information about products, services, and order status.
Respond to customer inquiries and resolve issues promptly and professionally.
Send out communication regarding invoices, payment reminders, and other relevant updates.

Problem Resolution

Identify and address customer concerns, working collaboratively with other departments as needed.
Investigate and resolve billing discrepancies or disputes.
Ensure a high level of customer satisfaction through effective problem resolution.

Compliance and Documentation

Ensure compliance with company policies and procedures in customer interactions.
Maintain accurate and organized records of customer communications, transactions, and invoices.

Education
High School Diploma/GED in Business Administration Finance Management
Qualifications

Maximum 1 year of experience in business support, customer service, order management, or a related administrative role.
Proficiency in customer data management, including maintaining accurate records and handling inquiries.
Experience in offer management, contract processing, and customer order fulfillment.
Familiarity with invoicing, payment processing, and timesheet management is a plus.
Attention to detail to ensure accuracy in contracts, orders, invoices, and customer records.
Strong communication skills, both written and verbal, to interact effectively with customers and internal teams.
Ability to handle customer inquiries professionally and resolve issues efficiently.
Good problem-solving skills to address billing discrepancies, order concerns, and other customer-related challenges.
Knowledge of compliance requirements related to documentation, invoicing, and customer interactions.
Ability to multitask and manage priorities in a fast-paced business environment.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and familiarity with CRM systems or internal business management tools.
While not mandatory, experience with financial operations, such as payment tracking and invoice management, is an advantage.
A proactive and customer-oriented mindset, ensuring a high level of service and satisfaction.
Good knowledge of English language, both written and spoken.

Competencies

CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
EARN TRUST - Take everyone's opinion into account and remain open to diversity
PROMOTE…