RINA is currently recruiting for a Business Operations Support Advisor to join its office in Southampton within the North Europe Marine Division.

Mission

RINA UK is delighted to invite applications for the position of Business Operations Support Advisor, based in Southampton within our UK Marine Business unit. This pivotal role is dedicated to managing essential administrative operations, including customer database management and the issuance of invoices, thereby ensuring seamless interactions with clients and supporting the efficient functioning of our business processes. The role offers an excellent opportunity to contribute directly to the success of our marine operations by maintaining high standards of service and supporting operational excellence.

Why RINA?

RINA is a distinguished independent global engineering and consulting firm, renowned for delivering expert technical advisory, assurance, and comprehensive engineering services within the renewable energy sector and broader infrastructure markets. Our commitment is to empower investors, lenders, independent power producers (IPPs), and developers by providing insightful investment support and specialist consultancy throughout all phases of project delivery.

With a heritage spanning over 150 years, RINA seamlessly combines profound engineering expertise with innovative practices. Our extensive global footprint encompasses approximately 3,900 seasoned professionals working across 200 offices in more than 70 countries. This unique blend of local insight and international expertise enables us to provide tailored solutions that drive project success and promote safe, sustainable development worldwide.

Key Accountabilities

The Business Operations Support Advisor will play a key role in supporting the administrative backbone of our UK Marine Business. The responsibilities are diverse and critical to our operational success, including:

Administrative and Operational Support:

Perform a wide range of clerical duties such as photocopying, filing, scanning, and meticulous data entry to maintain information accuracy.
Coordinate and facilitate internal meetings and client events, ensuring all logistics and documentation are prepared and managed efficiently.
Support the office-wide purchase requisition process, including initiating, processing, and tracking non-productive product purchase requests to ensure timely procurement activities.
Provide administrative assistance to multiple departments, adapting priorities to meet dynamic business needs and striving to meet or exceed departmental KPIs.

Customer Data and Communication Management:

Create, maintain, and update accurate and comprehensive customer records in the internal database system to support business continuity and customer relationship management.
Serve as the first point of contact for customer inquiries related to account information, order statuses, and invoice clarifications, providing timely and professional responses.
Draft, calculate, and prepare sales offers based on official fee schedules and service agreements, ensuring accuracy and adherence to company policies.

Financial and Compliance Duties:

Generate and issue customer invoices accurately according to sales orders and contracts; review details to resolve discrepancies proactively with customers or internal teams.
Manage timesheet submissions by reminding technical staff of company policies and project-specific requirements, ensuring compliance and correct billing procedures.
Maintain rigorous compliance with company and regulatory requirements relating to documentation, invoicing, and customer interactions, securing confidentiality and data protection.

Document Management and Travel Coordination:

Establish, organize, and upkeep a systematic, secure document archiving system that facilitates easy retrieval and robust record-keeping aligned with best practice standards.
Arrange comprehensive travel plans, including booking flights, accommodations, and ground transportation, supporting staff and executives attending business meetings or conferences.

This role demands a proactive, detail-oriented individual capable of balancing multiple priorities in a collaborative environment, contributing directly to the smooth operation and growth of RINA’s marine division.

Skills And Experience

Proven experience managing customer data with precision and reliability, ensuring records are always accurate and inquiries are handled effectively.
Strong background in managing offers, handling contract documentation, and fulfilling customer orders with professionalism and attention to detail.
Knowledge of invoicing systems, payment processing, and timesheet management processes is highly advantageous.
Exceptional organizational skills coupled with an ability to maintain accuracy across multiple administrative tasks.
Excellent interpersonal and communication skills, both verbal and written, to facilitate clear and effective interactions with colleagues and clients.
Demonstrated ability to resolve customer queries and billing issues with tact, maintaining positive business relationships.
Solid understanding of compliance obligations related to documentation and customer service, ensuring all procedures meet company standards.
Capability to manage competing priorities in a busy, fast-paced environment, maintaining a proactive and solution-focused approach.
Proficiency in Microsoft Office applications (Excel, Word, Outlook) alongside familiarity with CRM software or equivalent business management tools.
Experience in financial operations such as monitoring payments and managing invoices is a plus.
A customer-oriented mindset with emphasis on delivering excellent service and satisfaction.

Eligibility

Applicants must possess the legal right to work in the UK without requiring sponsorship. The role is based in Southampton, and candidates should be willing and able to commute or relocate to this location to fully engage with the on-site operational activities.

Benefits

Joining RINA UK means becoming part of a thriving global network of professionals engaged in impactful engineering and consultancy work. As a valued team member, you will benefit from an inclusive, supportive environment that fosters professional growth and work-life balance.

Generous annual leave entitlement of 25 days plus bank holidays, with the flexibility to purchase additional leave to suit personal needs.
Flexible working arrangements including up to 12 days of smart working per month following successful completion of the probation period, supporting a balanced lifestyle.
Special support for Military Reservists including 10 additional paid days to honour their service commitments.
Comprehensive healthcare coverage with options to include family members at an additional cost, ensuring wellbeing for you and your loved ones.
Employer-matched pension contributions at 6%, supporting your financial future and retirement planning.
Life Assurance scheme providing peace of mind and financial security for employees and their families.
Opportunities for professional development including support for chartered status and funding for relevant professional memberships.
Participation in sustainable travel programs such as the Cycle to Work scheme, encouraging healthy and eco-friendly commuting.
Access to exclusive employee perks including retail discounts and incentives.
Attractive recruitment referral bonuses to reward your recommendations and support company growth.
Dedicated time off with four half-days of paid leave to engage with STEM Ambassador activities, promoting education and community involvement.
Season ticket loan facility to ease travel costs for daily commuters.

These benefits combine to create a rewarding employment experience that values your contributions and supports your career ambitions.

RINA

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Business Operations Support Advisor