Senior Commercial Administrator

4 months ago

Aberdeen, United Kingdom Petrofac Full time

**Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies.**

We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status, or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs.

This is an exciting time to join us on this journey.

We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

**_ Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?_**

**JOB TITLE: SENIOR COMMERCIAL ADMINISTRATOR**

**KEY RESPONSIBILITIES**:

- Responsible for setting up and delivering the invoicing process on reimbursable and lump sum contracts under the supervision of the Commercial Coordinator/Commercial Lead
- Compile Client invoices ensuring all bills are prepared for issue to Clients on a weekly or monthly basis in accordance with the contractual terms and conditions.
- Understand the financial information within the commercial agreements e.g., invoice cycles and criteria to which billing takes place.
- Work closely with Commercial Coordinators/Leads to ensure the Client invoicing is in line with the contract including obtaining and updating the current and agreed sell rates to ensure accuracy of billing.
- Ensure the timely and accurate invoicing of all projects and that invoices are issued at the earliest opportunity, which will be either on project finalization or within an agreed billing cycle, whichever is earlier.
- Ensure Commercial and Project Management approval is obtained on all invoices to be issued to the client prior to issue.
- Ensure that all credit notes are kept to a minimum and are approved in line with the delegation of authority matrix.
- Check that all information to support an invoice is available in a timely manner for the invoice. I.e., is not delay the invoice to go out to the client and if it is not take proactive actions to resolve.
- Work with the projects on any queries pertaining to external and internal supplied invoice data or set-up queries that could hold up invoicing.
- Support Commercial Coordinators/Leads with ongoing and regular commercial analysis and information regarding expenditures, commitments, forecasts and the financial performance of the contract.
- Support any Labor and 3rd party reconciliations on a monthly/quarterly basis.
- Ensure all rechargeable third-party costs are captured in client bills.
- Ensure at month end, all data is available for compilation of monthly accounts.
- Assist, where required, in collating and uploading timesheets.
- Assist, where required, in the payroll process.
- Summarize timesheet information for billing purposes.
- Issue client invoice statements on a monthly basis
- Assist in the third-party compliance process.
- Assist with coding of requisitions where required.
- To assist in the month-end accounting process by running job ledger reports and updating reports.
- Assist the Commercial Coordinators/Leads on maintaining Cash Flow assumptions on project.
- Provide cover for/or assisting coordinators with other tasks as required.

**ESSENTIAL QUALIFICATIONS AND SKILLS**:

- Proficient in Microsoft Excel and Word
- Numerate, analytical, with an inquisitive background
- Computer literate with a good understanding of Microsoft Office.
- Enthusiastic and self-starter
- Commitment to continuous improvement
- Ability to work well in a team and independently.
- Ability to work to meet deadlines.
- Strong communication skills - both written and oral
- Previous experience of either client invoicing
- Experience of working on an ERP system
- Administration and data entry experience

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