Commercial Administrator

Aberdeen, Scotland, United Kingdom

11/29/2024

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: COMMERCIAL ADMINISTRATOR

Key Responsibilities

• Reviewing 3rd party vendor costs in alignment with subcontract agreements / Purchase orders to validate all costs are accurate with appropriate supporting backup.
• Maintain timely / accurate daily input of offshore key agent / vendor labour hours into time-writing system.
• Interrogate timesheet content to ensure accuracy in line with project specific job carding.
• Collation of weekly / monthly man-hour reports.
• Act as a single point of contact for all time related queries.
• 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 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 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 delaying the invoice to go out to the client and if it is not take proactive actions to resolve.
• Ensure all rechargeable third party costs are captured in client bills.
• Ensure at month end data is available for compilation of monthly accounts.
• Summarise timesheet information for billing purposes.
• Issue client invoice statements on a monthly basis.
• Assist with coding of requisitions where required .
• To assist in the month end accounting process by providing draft invoice accrual data.
• Assist the Commercial Coordinators on maintaining Cash Flow assumptions on project / Client credit control.
• Provide cover for/or assisting co-ordinators 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 or accounts payable/vendor compliance.
• Experience of working on an ERP system.
• Administration and data entry experience.
  
  

Additional Information