Poland Marine Operations Business Support Advisor

Mission

The Marine Operations Business Support Advisor provides essential support to marine operations, ensuring efficient contract administration, invoicing, customer data management, and compliance with industry regulations. This role requires strong coordination skills, multilingual communication, and proficiency in data management tools to assist commercial teams, operations, and customers effectively.

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Key Accountabilities

1. 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.
2. Contract Creation:
- Gather necessary information from customers or internal departments to initiate the contract creation process.
- Enter accurate and relevant data into the company's system, ensuring all details are correct and comply with company policies and regulations.
- Prepare and maintain documentation related to the contracts, such as terms and conditions, pricing, and any special agreements.
3. Contract Management:
- Support senior colleagues to enrure that contracts adhere to company guidelines and policies.
- Collaborate with relevant stakeholders to obtain necessary approvals for the contracts.
- Maintain communication with both internal teams and customers to clarify any contract-related details or address concerns.
4. Invoicing Process:
- Utilize the RINA invoicing system to create accurate and timely invoices based on the terms outlined in the contracts.
- Verify that the billing information aligns with the terms of the contract and resolve any discrepancies.
- Ensure that invoices are sent to customers promptly through the preferred communication channels.
5. Customer Support:
- Respond to customer basic inquiries related to contracts, invoices, and billing processes.
- Resolve any basic issues or discrepancies related to contracts and invoices in a timely and professional manner.
Record Keeping:
- Keep detailed and organized records of all contracts, invoices, and related correspondence.
- Regularly update and maintain information in the company's database or customer relationship management (CRM) system.
 

What are we looking for

• High School Diploma/GED in Business Administration, Finance, Management
• 3-5 years of experience in contract administration, invoicing, customer data management, or a related function.
• While not always mandatory, any previous experience in business support, customer service or a related field can be an advantage. This could include internships, part-time roles, or volunteer experience.
• Fluent in Estonian, English, and Russian (written and spoken).
• Good proficiency in Microsoft Excel (data analysis, pivot tables, reporting).
• 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..
• Ability to communicate effectively with international teams and customers.
• Excellent organizational and time management skills.
• Strong analytical and problem-solving abilities.
• Detail-oriented with a high level of accuracy in documentation and reporting.
• Effective interpersonal and communication skills to liaise with internal and external stakeholders.
• Basic computer skills are often necessary, including the ability to use customer relationship management (CRM) systems, input data accurately, and utilize other relevant software tools. #LI-DP1