Invoicing and Administrative Coordinator

6 hours ago


Aberdeen, Aberdeen City, United Kingdom Petrofac Full time

Petrofac is a leading international service provider to the energy industry, serving a diverse range of clients including top energy companies.

We specialize in designing, building, managing, and maintaining infrastructure for our clients. Our commitment to fair treatment and non-discrimination ensures everyone who works with us feels valued and respected.

As we navigate the transition to alternative energy sources, Petrofac is dedicated to helping our clients meet evolving energy needs.

This is an exciting time to join us on this journey towards a more sustainable future.

We support flexible working arrangements, adopting a hybrid approach for most office-based roles, requiring employees to be present in the office at least three days per week.

Job Title: Invoicing and Administrative Coordinator

Key Responsibilities:

  • Prepare and submit client invoices within agreed-upon timelines.
  • Understand financial information related to commercial agreements, including invoice cycles, billing criteria, and withholding (where applicable).
  • Collaborate closely with the accounting lead and commercial lead to ensure client invoicing aligns with contracts, including obtaining and updating current and agreed-upon sell rates for accurate billing.
  • Obtain timely approval from commercial and project management for all invoices before issuance.
  • Maintain minimal credit notes and ensure they are approved according to the delegation of authority matrix.
  • Verify that all necessary information to support invoices is available in a timely manner.
  • Work with the project team, including supply chain, to resolve queries related to external and internal invoice data.
  • Capture rechargeable third-party costs in client bills.
  • Update unbilled and debt reports, actively pursue outstanding debt, and proactively work with the project team to resolve unbilled positions if needed.
  • Ensure end-of-month data is available for compiling monthly accounts.
  • Assist, as required, in collecting and uploading timesheets.
  • Summarize timesheet information for billing purposes.
  • Support third-party compliance processes.
  • Assist in coding requisitions when necessary.
  • Contribute to month-end accounting processes by running job ledger reports and updating reports.
  • Provide cover or assist coordinators with other tasks as required.
  • Track accounts payable positions for the project, capturing details on payment timings and relevant withholdings, and collaborating closely with the AP team.
  • Track and assist in preparing project transfer requests and cash calls, coordinating with treasury as needed.
  • Support the commercial lead with regular project budget monitoring, comparing budget vs actual and updating forecasting as advised by the relevant team lead.
  • Support the commercial lead with intercompany payroll management and intercompany purchase orders (ensuring they are in place and revised as required), working closely with the intercompany teams.

Essential Qualifications and Skills:

  • Advanced Microsoft Excel skills.
  • ERP knowledge.
  • Ability to work under close deadlines.
  • Capacity to multitask.
  • Teamwork skills.
  • Proactive and self-starter attitude.
  • Previous experience with client invoicing.
  • Oil and Gas experience is preferable.
  • E&C Experience is preferable but not essential.


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