Project Operation Support Advisor

Job Description

RINA is currently recruiting for a Project Operation Support Advisor to join its office in Mumbai within the Energy Engineering Solutions Division. 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. 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 companys 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 companys database or customer relationship management (CRM) system. Education Bachelor s Degree in Business Administration Finance Management 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. - The advisors should be willing to learn about the offerings to effectively assist commercial teams, operations and customers. - Basic computer skills are often necessary. Competencies THINK FORWARD - Capitalise on experiences and translate them into action plans for the future PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model PIONEER CHANGE - Actively embrace change and benefit from the new circumstances MANAGE EMOTIONS - Recognise ones and others emotions and express and regulate ones reactions MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint EARN TRUST - Take everyones opinion into account and remain open to diversity CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction BUILD NETWORK - Forge trust relationships, across departments, and outside the organization ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way With over 5,800 employees and 200 offices in 70 countries worldwide, RINA is a multinational player which provides certification, marine classification, product testing, site supervision and vendor inspection, training and engineering consultancy services across a wide range of sectors. Our business model covers the full process of project development, from concept to completion. The aim is to guarantee a project s technical, environmental and safety - and sometimes also economic and financial - sustainability. 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.