Executive, Commercial (Invoicing)

PaxOcean; Batam; On-site; IDR 133,920,000 - 200,880,000; Full time

Job summary

PaxOcean in Batam seeks a Commercial Executive - Invoicing to manage end-to-end tendering, from RFQs through pre-award to contract award and invoicing workflow.

You will coordinate with legal, project, procurement, and QA/QC teams, prepare cost estimates, bids, and final invoices, and support MOA and settlements.

Qualifications

• Diploma or degree in marine engineering or naval architecture is required.
• Experience in shipyards or fabrication yards is essential.
• Strong knowledge of cost estimation and contract review processes.

Responsibilities

• Monitor draft contract and coordinate legal vetting between legal teams.
• Review final contract for management signature and follow up on PO.
• Hand over tender documents, contracts, and POs to invoicing teams.
• Coordinate with PM, billing, production, engineering, planning and procurement.
• Calculate and estimate project costs, prepare bidding quotations, and participate in bidding.
• Source contractors for the project and prepare bid evaluations for approval.
• Act as billing officer, record works, and prepare invoices.
• Prepare variations and additional work quotations as required.
• Perform cost control to ensure efficient labor and material expenditure.
• Prepare settlement proposals and obtain approvals before invoicing clients.
• Assist Commercial Manager in negotiating invoices and MOA submission.
• Assess subcontractor invoices and finalize settlements per budgets.

Skills

Technical knowledge

Review drawing

Contract review

Cost estimation

SAP for cost control

Quantity surveying

English proficiency

Education

Diploma in Marine Engineering or Naval Architecture

Bachelor's degree in Marine Engineering or Naval Architecture

Tools

SAP

Job description

Job Summary

The Commercial Executive - Invoicing is responsible for managing the end-to-end tendering process, from receiving client RFQs (Requests for Quotation) through pre-award until contract award

Key Responsibilities

• Monitor on draft contract and gather legal vetting between Owners legal team & Yard Legal
• Review final draft contract for management signature
• Following up on PO
• Handover Tender document, contract & PO to Billing Officer / Invoicing Team
• Conduct Handover meeting with Project manager, billing officer , Production, Engineering , Planning , Procurement and QA/QC team (information of project and Preparation for order Long lead item / bulk material) as state on quotation
• Calculate and estimate project costs, prepare bidding quotations, and participate in the bidding process.
• Source contractors and specialists required for the project; arrange and manage tendering processes. Prepare bid comparisons and submit evaluation reports to the Commercial Manager for approval.
• Act as the billing officer by capturing and recording all works executed throughout the project duration.
• Prepare additional quotations for variation and additional works as required.
• Perform cost control activities to ensure efficient expenditure on labor and materials under the supervision of the Commercial Manager.
• Prepare draft invoices based on work completion reports agreed upon by the Superintendent, and conduct final checks against approved project costs prior to submission.
• Prepare complete settlement proposals with multiple settlement scenarios and obtain management approval before invoice settlement.
• Assist the Commercial Manager in negotiating and settling draft invoices with the Superintendent. Prepare the Memorandum of Agreement (MOA) and submit the final invoice to the client.
• Assess subcontractors' invoices and carry out settlements in accordance with approved budgets and contractual terms.

Key Requirements

Required Education & Qualifications

Education: Diploma Degree / Engineering Degree on Marine Engineering / Naval architecture

With 2 / 3 years Experiences in Shipyard / Fabrication Yard

Skills & Competencies

• Technical knowledge on basic engineering
• Able to review technical drawing and schedule
• Have knowledge on Contract review
• Expertise to preparing details cost estimate based on BOQ and build up cost based on historical data, current market price and existing tariff
• Expertise on SAP for Cost control for budget monitoring
• Expertise on Quantity Surveying for re-measurement and claim management
• Professional English language, speaking and writing

Education

Bachelors

Diploma in Marine Engineering or Naval Architect