Admin Executive

Your Job

Owns the back-office administration of field service operations—covering engineer cost booking, order-line release, billing follow-through, customer portal submissions, HR compliance updates, visa & gate-pass processing, and pre invoice bill review with customer approval—to ensure accurate, compliant, and timely revenue recognition.

What You Will Do

Financial & Order Administration

•Order Entry & Engineer Cost Booking: Open new sales orders/jobs in ERP & Record/validate engineer labour time, overtime, travel; allocate to correct WOs/SOs in ERP.

•Billable Line Calculation & Pre Invoice Pack (NEW):

•Compile all billable lines post service (labour, travel, miscellaneous) as per contract/SOW and rate cards.

•Cross check against PO value, SLA, warranty/contract entitlements, caps, and tax rules.

•Prepare a customer approval package (service report, timesheets, parts delivery/consumption proof, photos if required, gate pass/job completion proof, customer sign-off) and send to the customer for approval.

•Track approvals; resolve queries/short payments/holds with clear audit trail.

•Order Line Management: Once customer approval is received, release order lines for invoicing; ensure accuracy of tax codes, cost centers, and revenue recognition rules.

•Invoicing & Payments Follow Up: Monitor invoice status with Finance; drive timely posting, submission, and dispute resolution; maintain DSO (days Sales outstanding) notes. Follow up with customers for timely payment

Intercompany Transactions

•Initiate and manage Intercompany PO requisitions for services delivered across legal entities.

•Ensure compliance with transfer pricing and internal policies.

Customer & Portal Management

•Invoice Sharing & Submissions: Email invoices and upload to customer portals, ensuring correct metadata (PO, GRN, site, contact, tax IDs); capture submission confirmations.

•HR/Job Compliance on Portals: Upload mandatory compliance documents (declarations, insurance, contract copy, indemnity bond) wherever necessary and keep them current per customer site requirements.

Mobility & Site Access

•Visa & Travel Documentation: Assist service engineers for covering/CoC letters, LOI, insurance, applications, and trackers for international jobs; align with local laws and customer rules.

•Gate Pass Applications: Prepare and submit gate pass/security clearance requests (IDs, photos, training proofs, work permits); follow up to secure timely approvals.

Continuous Improvement & Compliance

•Standardize billing checklists/templates, drive root cause fixes for billing disputes, and ensure adherence to company and customer policies (HSE, data privacy, anti bribery, tax, etc).

Who You Are (Basic Qualifications)

•Tools: Knowledge with ERP/CRM (e.g., LN Infor, LN Cloud/MS D365), MS Excel, MS Word, PDF tools, and common customer portals (Ariba, Cygnett, C-Quel, RCMS, Supplier First, BPEC, VIMS, etc.).

•Financial Acumen: Strong grasp of contracts/SOWs, PO/GRN flows, rate cards, taxes (GST/VAT/TDS/Withholding), and revenue recognition basics.

•Documentation Rigor: High attention to detail; audit-ready record keeping.

•Communication: Clear written/verbal communication with customers, engineers, and finance. Arabic reading & speaking knowledge would be an added advantage.

•Experience: 3–5 years in field service admin/order-to-cash/billing/general coordination.

•Education: Degree/Diploma in Business, Finance or related.

What Will Put You Ahead

• Exposure to Middle East & Asia Pacific visa norms with knowledge of Arabic language (reading & speaking) would be an added advantage.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.