SSC Invoicing Specialist

Core Laboratories; Gdynia; On-site; PLN 60,000 - 90,000; Full time

Job summary

Core Laboratories in Poland is seeking an Invoicing Specialist to join our growing Shared Service Center. You will execute billing activities tied to completed services, ensuring accuracy, timeliness, and adherence to contracts and price lists.

You will work with Operations, Commercial, and Finance to resolve questions, maintain records, and support scalable SSC processes while contributing to continuous improvement initiatives.

Qualifications

• 2-4 years of invoicing, billing operations, or similar high-volume transactional experience.

Responsibilities

• Create and maintain work orders, job records, billing information, and customer data in ERP or designated systems, ensuring information is complete, accurate, and up to date.
• Meet assigned invoicing KPIs and follow SOPs, billing controls, and escalation procedures to ensure consistent, accurate, and timely service delivery.
• Prepare and issue customer invoices based on completed services, approved billing triggers, customer requirements, contracts, price lists, and supporting documentation.
• Monitor workload with focus on timeliness; process invoices within deadlines and follow up when information is missing or unclear.
• Validate invoice accuracy against job files, inspection reports, laboratory results, price lists, contracts, and customer-specific billing rules before submission.
• Maintain billing documentation, audit trails, and supporting records for traceability and data quality.
• Identify, investigate, and resolve billing discrepancies, disputes, pricing issues, or documentation gaps; escalate when necessary.
• Partner with Operations, Commercial, Finance, and local teams to resolve questions and keep invoicing moving forward.
• Contribute to SSC invoicing model through process documentation, training materials, and continuous improvement initiatives.

Skills

Attention to detail

English proficiency

Cross-functional collaboration

Proactive problem solving

Tools

ERP systems

Microsoft Excel

Job description

Summary

The SSC Invoicing Specialist is responsible for executing accurate, timely, and controlled invoicing activities within the developing Shared Service Center (SSC) in Poland, supporting Core Laboratories operations across multiple locations.

This role combines hands‑on billing execution with disciplined follow‑up, data accuracy, stakeholder coordination, and support for scalable SSC processes. The Invoicing Specialist will help ensure that invoices are prepared and issued in line with completed services, customer requirements, contracts, price lists, supporting documentation, and internal controls.

As the SSC grows, the role will contribute to practical ways of working, process documentation, billing controls, training materials, and continuous improvement initiatives. Given the direct impact of invoicing on customer satisfaction, revenue recognition, cash flow reliability, and operational performance, maintaining accuracy, timeliness, ownership, and service discipline will be critical to success.

Duties & Responsibilities

• Create and maintain work orders, job records, billing information, and customer data in ERP or designated systems, ensuring information is complete, accurate, and up to date.
• Meet assigned invoicing Key Performance Indicators (KPIs) and follow approved Standard Operating Procedures (SOPs), billing controls, and escalation procedures to ensure consistent, accurate, and timely service delivery.
• Prepare and issue customer invoices based on completed services, approved billing triggers, customer requirements, contracts, price lists, and supporting documentation.
• Monitor assigned workload with a strong focus on timeliness, process invoices within expected deadlines, and follow up with Operations or other stakeholders when required information is missing or unclear.
• Validate invoice accuracy against job files, inspection reports, laboratory results, price lists, contracts, and customer‑specific billing rules before submission.
• Maintain billing documentation, audit trails, and supporting records to ensure traceability, compliance, and consistent data quality.
• Identify, investigate, and resolve billing discrepancies, invoice disputes, pricing issues, scope questions, or documentation gaps, escalating only when further support or approval is required.
• Partner with Operations, Commercial, Finance, and local branch teams to resolve billing questions, remove blockers, and keep invoicing activities moving forward.
• Contribute to the development of the SSC invoicing model through process documentation, training materials, billing controls, and continuous improvement initiatives that create consistent, scalable ways of working.

Qualifications

• 2-4 years of experience in invoicing, billing operations, order administration, shared services, or a similar high-volume transactional environment, or equivalent relevant experience.

Knowledge, Skills & Attributes

• Experience working with ERP systems to manage billing data, track open items, and maintain visibility over assigned work.
• Strong attention to detail and the ability to maintain accurate records while working with multiple invoices, jobs, customers, and deadlines.
• Proactive working style, with the confidence to clarify discrepancies, request missing details, and drive open items toward completion.
• Strong written and verbal English communication skills; proficiency in additional European languages would be advantageous.
• Experience in shared services, industrial services, inspection, oilfield services, logistics, or contract-based billing is preferred.
• Strong sense of ownership, with the ability to take responsibility for billing issues from identification through resolution.
• Structured and service-oriented way of working, with clear communication and disciplined follow-up.
• Ability to coordinate with multiple stakeholders, prioritize competing tasks, and manage workload in line with invoicing deadlines.
• Commitment to strengthening a developing SSC environment by sharing feedback, identifying improvement opportunities, and supporting practical solutions as the center grows.
• Flexible and resilient with a problem‑solving attitude.
• Willingness to participate in training courses as required.
• Strong knowledge of Microsoft Office applications.

COMPETENCIES

• Execution and Service Delivery: Completes invoicing activities accurately and on time by managing assigned workload, following billing requirements, and maintaining focus on service quality and deadlines.
• Ownership and Accountability: Takes responsibility for billing issues from identification through resolution, ensuring discrepancies are understood, addressed, and escalated when needed.
• Data Quality: Maintains accurate billing records, validates supporting information, and ensures invoices are prepared with the required level of completeness and traceability.
• Stakeholder Communication & Collaboration: Works effectively with Operations, Finance, Commercial, and local teams to clarify billing requirements, resolve open items, and keep invoicing activities moving forward.
• Process Discipline and Continuous Improvement: Follows established procedures, supports billing controls, identifies improvement opportunities, and contributes to scalable SSC ways of working.
• Customer and Business Orientation: Understands how timely and accurate invoicing affects customer satisfaction, revenue recognition, cash flow reliability, and operational performance.
• Change Agility: Supports the transition to a developing SSC model by adapting to new processes, tools, responsibilities, and service expectations.

Core Laboratories, including all of its affiliated and related entities, is an equal opportunity employer and is committed to creating an inclusive environment for everyone. Employment decisions are made regardless of characteristics including, but not limited to, race, color, sex, sexual orientation, gender identity, national origin, age, disability, religion, genetic information, protected veteran or uniformed service member status, and any other characteristic protected under applicable law.