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Commercial and Financial Operations Coordinator

1 month ago

Aberdeen, Aberdeen City, 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. Our company values fairness and equality, and we recruit, reward, and develop our people based on merit.

The world is re-thinking its energy supply and energy security needs, and we are here to help our clients meet these evolving energy needs.

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.

Key Responsibilities:

  • Prepare and submit client invoices in a timely manner.
  • Understand financial information within commercial agreements, including invoice cycles, billing criteria, and withholding.
  • Work closely with the accounting lead and commercial lead to ensure client invoicing aligns with contracts.
  • Obtain and update current and agreed-upon sell rates to ensure accuracy of billing.
  • Ensure timely commercial and project management approval for all invoices prior to issue.
  • Minimize credit notes and ensure they are approved in line with the delegation of authority matrix.
  • Verify all information needed to support an invoice is available in a timely manner.
  • Collaborate with the project team to resolve queries related to external and internal invoice data.
  • Capture rechargeable third-party costs in client bills.
  • Update the unbilled and debt report, actively chase outstanding debt, and resolve unbilled positions.
  • Ensure month-end data is available for compilation of monthly accounts.
  • Assist with collating and uploading timesheets, summarizing timesheet information for billing purposes.
  • Support the third-party compliance process and assist with coding of requisitions.
  • Contribute to the month-end accounting process by running job ledger reports and updating reports.
  • Provide cover for or assist coordinators with other tasks as required.
  • Track accounts payable positions for the project, capturing details on payment timings and relevant withholdings.
  • Assist in preparing project transfer requests and cash calls, coordinating with treasury as needed.
  • Support the commercial lead with project budget monitoring, comparing budget vs actual and updating forecasting as advised.
  • Support 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 with client invoicing.
  • Oil and Gas experience is preferable.
  • E&C experience is preferable but not essential.