Mediterranean and Marine Business Support Advisor

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City:
Genova

Location:

Genova, IT, 16128

Contract Type:
Permanent

Division:
Mediterranean and Africa Marine

Level of experience:
Junior

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.

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. #LI-DC2

• 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.

High School Diploma/GED in Business Administration Finance Management

• Previous experience (1-3 years) in business support, customer service, order management, or a related administrative role.
• Strong 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.
• Excellent 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.
• Proven 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.
• 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 SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model.
• MANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactions.
• PIONEER CHANGE - Actively embrace change and benefit from the new circumstances.
• BUILD NETWORK - Forge trust relationships, across departments, and outside the organization.
• MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint.
• ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way.
• THINK FORWARD -…