Invoice Administrator

Job Title: Invoice Administrator
Contract Type: Contract
Location: Calgary, Canada
Salary: Competitive
Start Date: 2019-01-16
Reference: BH-97666
Contact Name: Courtney Blazevic
Contact Email:
Job Published: January 16, 2019 19:27

Job Description

NES Global Talent is a leading global technical recruitment company providing professional contract and permanent staff to a diverse world-wide client base within the oil & gas Industry. Our client, is currently seeking an Invoice Administrator in Calgary, AB. The working schedule would be Monday- Friday, 8 hours/ day.

Key Responsibilities

Invoice Verification and Processing

  •  Receive  invoices from vendors/contractors through e-mail or regular mail and update appropriated invoice tracker.  
  • Ensure invoices are coded to correct AFE’s and Purchase Orders. 
  • Review invoices by verifying against rate schedules, contracts, bill of materials, change orders and other supporting documentation to ensure completeness and accuracy. Analysis and solution of any discrepancies.
  • Review related purchase orders (SAP) to verify available funds  in current commitments to process the invoice. 
  • Reconcile invoices on specific PO or AFE numbers when necessary.
  • Reconcile  invoices for Holdbacks and Holdback Releases.
  • Process cheque requests and coordinate prompt delivery of cheques when required.
  • Work with Project Controls Specialists to ensure accurate tracking of invoices, issues related to invoices, and payments.
  • Ensure adherence to all applicable department and corporate standards (i.e. accounting’s audit and compliance procedures)
  • Create Goods Receipts and Service Entry Sheets in SAP along with uploading of verified and approved back-ups  
  • Perform photocopying duties  and accurately catalogue copies of invoices sent to AP as required
  • Deliver invoices to AP for payment prior to weekly deadline.
Support of Cost Management Process

  • Inform Project Controls and Project Managers when committed Purchase Order amounts are close to being exceeded
  • Assist in tracking the status of Purchase Orders and work with PO Coordinator and Project Controls Analyst to ensure timely processing/ approvals of Purchase Orders
  • Creation of Purchase Requisitions (PRs) for materials and services in SAP on support of Project Controls processes
  • Provide weekly update of paid invoices to department supervisor and Project Controls Specialists
  • Prepare journal entries and corrections as required
  • Support periodical process of funding requests, accruals, and identification of aging invoices
Overall Process Follow Up

  • Track invoices and log PO issues with any related invoice details (example: man hours, billing period, subtotal, GST, totals, AFE, PO, etc.) and status updates
  • Liaise with Accounting department regarding  vendor payment updates, audit requests, and other Accounting and payment related tasks
  • Respond to vendor and internal inquiries
  • Perform other related duties as assigned

  • Minimum 3-5 years of experience related to Project Controls / Invoice Management and Processing.
  • SAP and Accounting background will be an asset
  • Strong technical skills, especially with Microsoft Office  Excel and Sharepoint
  • Good oral and written communications skills
  • Great approachability and interpersonal skills
Job ID #97666