Commercial Administrator (Onsite)

MVP Asia Pacific Inc.; Philippines; On-site; PHP 300,000 - 540,000; Full time

Job summary

MVP Asia Pacific Inc in Clark Freeport Zone, Pampanga, Philippines, is seeking a Commercial Administrator (Onsite). You will manage claims, variations, and invoicing, ensuring accuracy in the client portal and ST3 system.

The role requires a graduate degree, advanced Excel skills, and experience working in an agile, fast-paced environment. Strong English communication is essential for timely client interactions and data accuracy.

Qualifications

• Advanced Microsoft Excel skills.
• Proven ability to operate effectively in an agile and fast-paced environment.
• Intermediate English speaking and writing skills.

Responsibilities

• Build Programme - Review jobs that are ready to be invoiced, ensuring proper pre-checks have been made.
• Build Programme - For progress claim payment requests, ensure that checks are made and invoices are emailed to the client.
• Build Programme - Manually move the workflow status of the jobs in ST3 and in the commercial module.
• Build Programme - Process variations in the client's system and in ST3.
• Ensure trackers are updated with details (work packet, amount claimed, project type).
• Follow escalation matrix for unresolved issues and timely resolution of rejected claims.

Skills

Advanced Microsoft Excel

Intermediate English

Agile environment experience

Education

Graduate degree in any stream

Tools

ST3

Power BI

Job description

MVP Asia Pacific Inc is a leading outsourcing company located in the Clark Freeport Zone, Pampanga, Philippines. We were founded with the mission to connect highly skilled offshore professionals with businesses of all sizes across the globe—helping our clients scale with speed and excellence.

At MVP, we foster a culture of professionalism, innovation, and collaboration. Our people enjoy a supportive, growth-driven environment with opportunities for continuous learning, career development and work-life balance.

If you're driven, passionate about learning, and ready to make an impact, we'd love for you to join our growing team of MVPs!

Commercial Administrator (Onsite)

Job Description:

Claims Including Variations:

• Build Programme - Review jobs that are ready to be invoiced, ensuring proper pre-checks have been made. For field-completed jobs, all completions documents (i.e., photos of the work done; any markings required that the client requires to see in the plan) are uploaded to the client's portal and if the job requires an invoice, ensure that the invoice is emailed to the client. This includes assigning the payment task to the correct approver.
• Build Programme - For progress claim payment requests, ensure that checks are made (the job qualifies for a progress payment) and that appropriate tasks are raised both in the client's portal and company's software (ST3). Invoices, if required, are emailed to the client and uploaded to the client's system.
• Build Programme - Manually move the workflow status of the jobs in ST3 (i.e., claim submitted status) and in the commercial module (i.e. awaiting claim approval or rejected claims).
• Build Programme - Process variations in the client's system and in ST3. This may include manually progressing the workflow status of the jobs depending on the approval status of the variation and/or raising a variation task in the client's portal.
• Ensure that all trackers are updated with the following details, but not limited to work packet, amount claimed, project type, etc.
• Build Programme- Identify any issue (i.e., not yet RFS closed; open variations, discrepancy between approved amount vs our ST3 sell, no PO) that prevents the company from invoicing the client, and work with the appropriate team/team members to progress the job to a claimable status.
• Perform pre-claim checks for other programmes, including manually checking the notes in ST3 to determine the code/rate that the client should be invoiced (i.e., was the job referred to a different delivery partner (DP), is the NDR in the correct status). This may include manually moving back jobs to a holding bucket if the job is not yet ready to be submitted (i.e. for the Incident programme, the work is already completed but the company is waiting for the Network Damage Report's status to be completed) and manually putting site tags.
• Follow escalation matrix for any unresolved issues (i.e., elevate to the Team Leader if no response is received after 2 days).
• Follow-up action is undertaken based on the client's systems notification (i.e. rejected claims due to incorrect approver; rejected variations etc.).
• Pacific Islands clients - Ensure timely processing of invoices in ST3, and that the correct job types and amounts are loaded in ST3 (i.e. professional services are loaded in the DP Services job type and travel component is against the travel job type). Relevant information is captured in the notes section (i.e., FX rate used; Invoice number of the supplier) and appropriate documents are uploaded (i.e. Invoice, supporting pack).
• Provisioning Programme - Check GPS tracker details in ST3 to validate claims for truck roll for cancelled jobs.
• Other Programmes (Network Protection, Transmission) - Use the Power BI Report to export the jobs that are in the Billing buckets and manually checking jobs to determine correct codes to invoice the client, including submitting the payment request to the client.
• Timely resolution of rejected claims and payments in dispute.

Other Duties:

• Update rates and/or codes in ST3 (i.e., quantity updates or special project tenders; adding and/or removing codes/quantity) based on the contract (company's contract with the client and/or with the delivery partner).
• Raise Recipient-Created Tax Invoice (RCTI).
• Resolve queries received from the Delivery Partners (i.e., code mismatch) in a timely manner.
• Ensure all jobs are invoiced within 90 days to avoid any revenue loss and to elevate to the Host Manager jobs that are at risk of not being invoiced before the 90-day period.
• Adhere to all the requests from customers and internal stakeholders in a timely manner.
• Process third-party supplier invoices in ST3.
• Ensure all communications with client/s are filed in the company's information systems in accordance with the company's document control policies and processes.
• Timely communication to client/s, ensuring management is privy to the communication when appropriate.

General:

• Work effectively in an agile environment, adapting to shifting priorities, collaborating across functions and all levels of the organisation.
• Attend and constructively participate in team and company meetings.
• Escalate all appropriate matters to the Host Employee or Host Manager or other appropriate company employee on a timely basis.
• Adhere to relevant company policy or procedures.
• Adhere to relevant offshore company policies and procedures including Human Resources and Health and Safety policies and procedures.
• Perform other reasonable duties as requested by management.

Qualifications:

• Graduate degree in any stream.
• Advanced Microsoft Excel skills.
• Proven ability to operate effectively in an agile and fast-paced work environment, engaging confidently with stakeholders across all organisational levels.
• Intermediate English speaking and writing skills.

Desirable:

• Degree or Diploma in Accounting or Commerce.
• Previous experience processing financial claims in a construction environment.
• High attention to detail.