Alexandria Survey Station Administrative Assistant

RINA is currently recruiting for a Alexandria Survey Station Administrative Assistant to join its office in Alexandria within the Marine South East Europe & MEA Region Division.

Mission

To provide support for the Management of the Business Unit and to provide an initial and ongoing contact point for customers, staff and external agencies' enquiries and referrals.

Key Accountabilities

• Administrative Support:
• Perform general clerical tasks, such as photocopying, filing, and data entry.
• Assist with the coordination of meetings and events.
• Assist the office with purchase requisition process.
• Provide administrative support to various departments as needed.
• Functions and Business support Team to support the production of progress/highlight reports for projects to input and extract information from databases as required, use databases to produce reports/ regulatory statutory returns and analyses of information to work within corporate policies and procedures.
• Non-Productive Product Purchase Requisitions:
• Manage and coordinate non-productive product purchase requisitions.
• Handle incoming calls, emails, and inquiries, redirecting them appropriately.
• Document Archiving:
• Establish and maintain a systematic document archiving system.
• Organize and categorize documents for easy retrieval.
• Implement best practices for document retention and disposal.
• Ensure document confidentiality and security.
• Formalize Offers to Customers:
• Utilize templates to draft and customize formal offers.
• Ensure accuracy and completeness of offer documentation before distribution.
• Manage Customer Records:
• Maintain up-to-date and accurate customer records.
• Organize and categorize customer information systematically.
• Collaborate with other departments to update customer records as needed.
• Travel Arrangements:
• Book travel arrangements, including flights, hotels, and transportation, for employees or executives who need to attend meetings or events.
  
  
  

Education

Bachelor’s Degree in Business Administration Finance Management

Qualifications

• Proven experience as a switchboard operator, receptionist, or in a similar administrative role.
• Excellent communication and interpersonal skills.
• Proficient in using office equipment.
• Strong organizational and multitasking abilities.
• Familiarity with basic computer applications (e.g., email, word processing, spreadsheet software).
  
  
  

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 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.