Commercial & Invoicing Administrator

TN United Kingdom; Aberdeen City; Hybrid; GBP 30,000 - 50,000; Full time

Job summary

Join a leading international service provider in the energy sector as a Commercial & Invoicing Administrator. This exciting role involves preparing and submitting client invoices, ensuring accuracy, and collaborating with project teams to resolve queries. The company values its employees and promotes a hybrid working environment, allowing for flexibility while maintaining a strong team dynamic. If you have advanced Excel skills, a proactive attitude, and experience in client invoicing, this is a fantastic opportunity to contribute to a forward-thinking organization during a pivotal time in the energy industry.

Qualifications

• Advanced skills in Microsoft Excel and knowledge of ERP systems.
• Experience in client invoicing and ability to meet tight deadlines.

Responsibilities

• Prepare and submit client invoices and ensure timely approvals.
• Coordinate with project teams to resolve invoice queries and track payments.
• Support budget monitoring and assist with month-end accounts.

Skills

Microsoft Excel

Client Invoicing

Multi-tasking

Proactive Attitude

Team Player

ERP System Knowledge

Oil and Gas Industry Experience

Job description

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Commercial & Invoicing Administrator, Aberdeen

Client: Petrofac

Location: Aberdeen

Job Category: Other

EU work permit required: Yes

Job Reference: f0d0bdc90edd

Job Views: 12

Posted: 26.04.2025

Expiry Date: 10.06.2025

Job Description:

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. Understanding the financial information within the commercial agreements, e.g., invoice cycles, billing criteria, and withholding (where applicable).
3. Work closely with the accounting lead and Commercial Lead to ensure client invoicing aligns with the contract, including updating sell rates for accuracy.
4. Obtain and ensure timely commercial and project management approval for all invoices before issuance.
5. Minimize credit notes and ensure they are approved per delegation of authority.
6. Ensure all invoice support information is available promptly.
7. Coordinate with the project team to resolve invoice queries.
8. Capture all rechargeable third-party costs in client bills.
9. Update unbilled and debt reports, actively chase outstanding debt, and work with the project team to resolve unbilled positions.
10. Ensure data is ready for month-end accounts.
11. Assist in collating and uploading timesheets.
12. Assist with third-party compliance processes.
13. Support coding of requisitions as needed.
14. Run ledger reports and update month-end reports.
15. Provide cover or assistance to other coordinators as required.
16. Track accounts payable, payment timings, and withholdings, working closely with AP team.
17. Assist in project transfer requests and cash calls, coordinating with treasury.
18. Support project budget monitoring, comparing actuals to budgets, and updating forecasts.
19. Support intercompany payroll management and purchase orders, working with intercompany teams.

Essential Qualifications and Skills:

• Advanced Microsoft Excel skills.
• ERP system knowledge.
• Ability to meet tight deadlines.
• Strong multi-tasking skills.
• Team player mentality.
• Proactive and self-starting attitude.
• Previous client invoicing experience.
• Oil and Gas industry experience is preferable.
• Experience with E&C projects is a plus but not essential.