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

1. Customer Data Management (if needed):
– 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.
2. Offer Management:
– Collaborate with business development teams to insert offer in the internal system
– Provide customer with complete and accurate offer documents
3. 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.
4. Invoicing (if needed):
– 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.
5. Payment Processing (if needed):
– Monitor and track customer payments.
– Coordinate with the finance department to ensure timely and accurate payment processing.
– Address payment-related inquiries and issues.
6. Timesheet Management (if needed):
– Remind technical staff to submit accurate and timely timesheets for each project.
– Ensure timesheets are completed in accordance with company policies and client requirements.
7. 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.
8. 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.
9. 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

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 to 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 the RINA services is beneficial. The advisors should be willing to learn about the offerings to effectively assist commercial teams, operations and customers

– Basic computer skills are necessary, particurarly with MS Office (Power Point and Excel)

– Ability to use customer relationship management (CRM) systems, input data accurately, and utilize other relevant software tools