Malaysia Marine Business Support Advisor

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

• 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