Commercial Assistant

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the worlds 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; 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.

Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?

JOB TITLE : COMMERCIAL ASSISTANT

KEY RESPONSIBILITIES :

• Prepares sales invoices in a timely, accurate, and efficient manner in accordance with the contractual terms and conditions.
• Understands the financial information within the commercial agreements, e.g., invoice cycles and criteria to which billing takes place.
• Works closely with the Billing and Quality Assurance Lead to ensure that client invoicing is in line with the contract, including obtaining and updating the current and agreed sell rates to ensure accuracy of billing.
• Ensures the timely and accurate invoicing of all projects, and that invoices are issued at the earliest opportunity, which will be either on project finalization or within the agreed billing cycle, whichever is earlier.
• Ensures project management approval is obtained on all invoices to be issued to the client prior to issue.
• Ensures that all credit notes are kept to a minimum and are approved in line with the delegation of authority matrix.
• Check that all information to support an invoice is available in a timely manner for the invoice.
• Works with the projects on any queries pertaining to external and internal supplied invoice data or setup queries that could hold up invoicing.
• Ensures all rechargeable third-party costs are captured in client bills.
• Ensures that at month-end data is available for compilation of monthly accounts.
• Summarizes timesheet information for billing purposes for the PMT invoice.
• Ensures accurate designation of the Chart of Account.
• Handles several AFEs simultaneously and ensures that each business unit is accountable and compliant in their contributions throughout the procure-to-pay process.
• Provides procure-to-pay support to all business units within the project team to ensure that all actions are completed and accurate throughout the procure-to-pay process.
• Performs any other ad hoc duties as required.

ESSENTIAL QUALIFICATIONS AND SKILLS :

• Sound understanding of end to end procure to pay and billing processes.
• Experience in AP function.
• Good understanding of Microsoft Packages in particular Word and Excel
• Working knowledge of an ERP system
• Strong analytical and problem-solving skills
• Proficient in Microsoft Office Suite
• Self-motivated and eager to learn.
• Commitment to excellence and continuous improvement
• Team player and independent worker
• Ability to meet deadlines.
• Excellent written and oral communication skills
• Experience in accounts payable and billing functions.
• Ability to deal with vendor queries effectively and efficiently.

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Additional Information