Commercial & Invoicing Administrator

Aberdeen, Scotland, United Kingdom

12/9/2024

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 and 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 AND INVOICING ADMINISTRATOR

Key Responsibilities

• Preparation and submission of Client Invoices.
• Support the third party invoicing process.
• Understand the financial information within the commercial agreements, eg invoice cycles, criteria for which billing takes place and withholding (where applicable).
• Work closely with the accounting lead and Commercial Lead to ensure client invoicing is in line with the contract, including obtaining and updating the current and agreed-upon sell rates to ensure accuracy of billing.
• Ensure timely 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 needed to support an invoice is available in a timely manner.
• Work with the project team, including supply chain, to resolve any queries pertaining to external and internal invoice data.
• Ensure all rechargeable third-party costs are captured in client bills
• Update the unbilled and debt report, actively chase outstanding debt and proactively work with the project team to resolve unbilled position if such occasion should arise.
• Ensure at month-end data is available for compilation of monthly accounts.
• Assist, where required, in collating and uploading timesheets.
• Summarize timesheet information for billing purposes.
• Assist in the third-party compliance process.
• Assist with coding of requisitions where required.
• Assist in 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, and working closely with the AP team.
• Track and assist in the preparation of project transfer requests and cash calls, coordinating with treasury as required.
• Support the commercial lead with project budget monitoring on a regular basis to compare budget vs actual and update forecasting as advised by 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.
• 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.
  
  

Additional Information