Marine North East Europe Operations Support Advisor

Mission

An Operations Support Advisor with a focus on managing administrative tasks from the Contract advancement monitoring to the issuance of invoices plays a crucial role in ensuring smooth customer interactions and efficient business operations. 

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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.
 

Education

Qualifications

 - 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.
- 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 often necessary, including the ability to use customer relationship management (CRM) systems, input data accurately, and utilize other relevant software tools.

Competencies