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Commercial & Invoicing Operations Coordinator

2 months 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 that includes many of the world's leading energy companies. Our services span the entire lifecycle of oil and gas projects, from concept to decommissioning.

We are committed to delivering exceptional value to our clients through our expertise, technology, and innovation. We recruit, reward, and develop our people based on merit, regardless of race, nationality, religion, gender, age, sexual orientation, marital status, or disability.

The world is rethinking its energy supply and 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, requiring employees to be present in the office at least three days per week.

Job Title: Commercial & Invoicing Operations Coordinator

Key Responsibilities:
  • Preparation and submission of Client Invoices
  • Understanding financial information within commercial agreements, including invoice cycles, billing criteria, and withholding (if applicable)
  • Collaborating with the accounting lead and Commercial Lead to ensure client invoicing aligns with contracts, obtaining and updating current and agreed-upon sell rates for accurate billing
  • Ensuring timely Commercial and Project Management approval for all invoices before issuing them to clients
  • Maintaining minimal credit notes and approving them in line with the delegation of authority matrix
  • Verifying availability of necessary information to support invoices in a timely manner
  • Working with project teams, including supply chain, to resolve queries related to external and internal invoice data
  • Capturing rechargeable third-party costs in client bills
  • Updating unbilled and debt reports, actively chasing outstanding debt, and proactively resolving unbilled positions if needed
  • Providing end-of-month data for monthly account compilation
  • Assisting in collating and uploading timesheets
  • Summarizing timesheet information for billing purposes
  • Supporting third-party compliance processes
  • Assisting with requisition coding where required
  • Contributing to month-end accounting by running job ledger reports and updating reports
  • Providing cover or assisting coordinators with other tasks as needed
  • Tracking accounts payable positions for projects, capturing payment timings and relevant withholdings, and working closely with the AP team
  • Tracking and assisting in preparing project transfer requests and cash calls, coordinating with treasury as required
  • Supporting the commercial lead with project budget monitoring, comparing budget vs actual and updating forecasting as advised by relevant team leads
  • Supporting the commercial lead with intercompany payroll management and intercompany purchase orders, ensuring they are in place and revised as required, working closely with intercompany teams
Essential Qualifications and Skills:
  • Advanced Microsoft Excel skills
  • ERP knowledge
  • Ability to work under close deadlines
  • Capacity to multitask
  • Teamwork
  • Proactive and self-starter attitude
  • Previous experience with client invoicing
  • Oil and Gas experience is preferred, but not essential

Salary Estimate: £45,000 - £60,000 per annum

Based on Petrofac's location and requirements, the estimated salary range for this role is between £45,000 and £60,000 per annum.