Admin Executive marine

5 days ago

Mumbai Maharashtra, India RINA Full time

Posting Date: 7 May 2024- City: Mumbai- Location: Mumbai, IN, 400 059- Contract Type: Permanent- Division: Marine Asia Region- Level of experience: IntermediateRINA is currently recruiting for a **Admin Executive_Marine** to join its office in Mumbai within the Marine Asia Region 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**:

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**:

- High School Diploma/GED in Business Administration Finance Management

**Qualifications**:

- 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**:

- 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

With over 5,600 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

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