Business Support Advisor

RINA is currently recruiting for a Business Support Advisor to join its office in Genoa 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 offers in the internal system.
• Provide customers with complete and accurate offer documents.
• Contract and Customer Order Processing:
• Manage and update contracts, 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 or Finance Management.

Qualifications

• Fluency in English is a must.
• Proficiency in administrative and data analysis, with strong problem-solving skills.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively in a team and adapt to new environments.
• Excellent communication and interpersonal skills, with the ability to build relationships with stakeholders.
• While not always mandatory, any previous experience in business support, customer service, or a related field can be an advantage.
• Familiarity with RINA services is beneficial. Advisors should be willing to learn about the offerings to effectively assist commercial teams, operations, and customers.
• Basic computer skills are necessary, including the ability to use customer relationship management (CRM) systems, input data accurately, and utilize other relevant software tools.
  
  

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 SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model.
• MANAGE EMOTIONS - Recognize one's and others' 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 constraints.
• ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way.
• THINK FORWARD - Capitalize on experiences and translate them into action plans for the future.
  
  

With over 5,800 employees and 200 offices in 70 countries worldwide, RINA is a multinational player which provides certification, marine classification, product testing, site supervision and vendor inspection, training and engineering consultancy services across a wide range of sectors. Our business model covers the full process of project development, from concept to completion. The aim is to guarantee a project’s technical, environmental and safety - and sometimes also economic and financial - sustainability.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. We are also compliant with the Italian Law n. 68/99.