Seatronics, part of Acteon Group, supplies specialist subsea solutions pursuing excellence both in engineering capability and customer support. Our continually developing expertise allows us to provide full service capability on demand encompassing rental, sales, service and repair, calibration, personnel and asset management.
We are currently recruiting for an Invoicing Coordinator to join the team on a full time, 12 month fixed term maternity cover basis. Our ideal candidate will be able to start in May 2024.
Based in Westhill you will work in tandem with the sales team to ensure that all inward and outward invoicing is correct and dealt with within the required timescales. By liaising with external agencies and internal departments, you will ensure that Company procedures are followed and will oversee that all paperwork is kept to ISO 9001 standards. You will liaise with key account customers to discuss their particular invoicing preferences and provide invoicing which is correct and in a suitable format.
The successful candidate will ensure that all contractual information is kept up to date on Seatronics/Acteon NAV system.
Duties/Responsibilities
- Hold and maintain an excellent relationship with any key accounts
- Through discussion with the key account, agree and devise the most acceptable format and delivery of customer invoicing
- Process rental amendments and extensions
- Update NAV contracts with any changes including PO, Standby rates, Off-hire etc as indicated by the Sales Team
- On equipment return ensure the stock system is updated and sales team is made aware of any missing/damaged items
- Contact suppliers, getting costs and recharging for any missing accessories
- Notify customer, getting PO and recharging any damage costs
- Invoice all hire and sales orders as well as lost and damaged equipment on a daily/monthly basis, sticking to deadlines provided by accounts team
- Complete utilisation reports for suppliers
- Send out utilisation reports to our customers and update spreadsheets as necessary
- Check supplier invoices match PO's and what is invoiced out to customer
- Check freight invoices received and create PO's linking to jobs and recharging when necessary
- Creating monthly PO's for rebates and recharging against intercompany depots
- Invoice all hire and sales orders as well as lost and damaged equipment on a daily/monthly basis, sticking to deadlines provided by accounts team
- Raise any required Credit Notes and forward to clients once approved by Management
- Updates of all excel spreadsheets and databases
Requirements
- Minimum of one year experience of invoicing is preferable
- Experience of effectively organising and prioritising workload to meet deadlines
- Experience of invoicing systems and processes and/or, of operating within formalised procedures and policies
- Experience of collating and presenting statistical or financial data
- Experience of working effectively without close supervision
- Knowledge of import and export regulations
- Excellent organisational and administrative skills
- Attention to detail with good customer service skills
