Business Support Advisor

RINA is currently recruiting for a
Business Support Advisor (JC_0164)
to join its office in Shanghai, China within the 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 (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.
• 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 (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.
• 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.
• 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.
• 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

• Minimum of 3 years of experience 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.

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 - 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 - Capitalise on experiences and translate them into action plans for the future

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

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 to the Italian Law n. 68/99.