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
JOB TITLE: COMMERCIAL AND INVOICING ADMINISTRATOR
KEY RESPONSIBILITIES:
1. Preparation and submission of Client Invoices
2. Understand the financial information within the commercial agreements, eg invoice cycles, criteria for which billing takes place and withholding (where applicable)
3. 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
4. Ensure timely Commercial and Project Management approval is obtained on all invoices to be issued to the client prior to issue
5. Ensure that all credit notes are kept to a minimum and are approved in line with the delegation of authority matrix
6. Check that all information needed to support an invoice is available in a timely manner.
7. Work with the project team, including supply chain, to resolve any queries pertaining to external and internal invoice data
8. Ensure all rechargeable third-party costs are captured in client bills
9. 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
10. Ensure at month-end data is available for compilation of monthly accounts
11. Assist, where required, in collating and uploading timesheets
12. Summarize timesheet information for billing purposes
13. Assist in the third-party compliance process
14. Assist with coding of requisitions where required
15. Assist in month-end accounting process by running job ledger reports and updating reports
16. Provide cover for/or assist coordinators with other tasks as required
17. Track accounts payable positions for the project, capturing details on payment timings and relevant withholdings, and working closely with the AP team
18. Track and assist in the preparation of project transfer requests and cash calls, coordinating with treasury as required
19. 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
20. 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:
21. Advanced Microsoft Excel
22. ERP knowledge
23. Ability to work to close deadlines
24. Ability to multi-task.
25. Work as part of a team
26. Proactive and self-starter
27. Previous experience of client invoicing
28. Oil and Gas experience is preferable.
29. E&C Experience is preferable but not essential
Additional Information