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Commercial & Invoicing Coordinator

2 months ago

Aberdeen, Aberdeen City, United Kingdom Petrofac Full time

Petrofac: A Leading International Service Provider

We are a global energy services company that provides a wide range of services to the energy industry. Our diverse client portfolio includes many of the world's leading energy companies.

Our Mission

We design, build, manage, and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit, regardless of their background. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

Industry Trends

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

Job Title: Commercial & Invoicing Administrator

Key Responsibilities:

  • Preparation and submission of client invoices
  • Understanding of financial information within commercial agreements, including invoice cycles, billing criteria, and withholding (where applicable)
  • Collaboration with the accounting lead and commercial lead to ensure client invoicing aligns with the contract, including obtaining and updating current and agreed-upon sell rates for accuracy of billing
  • Timely commercial and project management approval for all invoices to be issued to the client prior to issue
  • Minimizing credit notes and ensuring approval in line with the delegation of authority matrix
  • Verification that all information needed to support an invoice is available in a timely manner
  • Collaboration with the project team, including supply chain, to resolve queries pertaining to external and internal invoice data
  • Capturing rechargeable third-party costs in client bills
  • Updating the unbilled and debt report, actively chasing outstanding debt, and proactively working with the project team to resolve unbilled positions
  • Ensuring month-end data is available for compilation of monthly accounts
  • Assisting in collating and uploading timesheets, summarizing timesheet information for billing purposes, and assisting in the third-party compliance process
  • Assisting with coding of requisitions and supporting the commercial lead with project budget monitoring
  • Tracking accounts payable positions for the project, capturing details on payment timings and relevant withholdings, and working closely with the AP team
  • Supporting the commercial lead with intercompany payroll management and intercompany purchase orders

Essential Qualifications and Skills:

  • Advanced Microsoft Excel skills
  • ERP knowledge
  • Ability to work to close deadlines
  • Ability to multi-task
  • Work as part of a team
  • Proactive and self-starter
  • Previous experience of client invoicing
  • Oil and Gas experience is preferable
  • E&C experience is preferable but not essential