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Personnel And Billing Coordinator
United Kingdom
Apr 18, 2019
Salary: Negotiable
Experience 0.0-5.0 years
Job Category Administration Jobs
Employment Type Full time
Industry Oil & Gas
Skill Secretarial or Administrative
Role Administration Jobs ,Secretary Jobs
Designation Other
Education High School Diploma
No. of vacancies 1
About Company

Oceaneering is a global oilfield provider of engineered services and products primarily to the offshore oil and gas industry, with a focus on deepwater applications. Through the use of its applied technology expertise, Oceaneering also serves the defense, entertainment, and aerospace industries. Oceaneering’s business offerings include remotely operated vehicles, built-to-order specialty sub sea hardware, deep water intervention and manned diving services, non-destructive testing and inspection, and engineering and project.

Job Description

Position Summary

Lead the logistics coordination activities for long term and ad-hoc personnel in support of Clients business requirements. Lead the timely processing of Contractor invoices and submission to Client.

Duties & Responsibilities

  • Act as focal point to effectively coordinate personnel resources (Client Representatives, Technicians, Offshore Management and others as required) in line with Client requirements
  • Develop and maintain relationships with Contractor personnel and Client focal points for operations and day to day activities
  • Lead the timely and accurate processing of month end Contractor and Client invoicing
  • Ensure department records are kept accurate and current
  • Raise CTRs for assignments in accordance with Client requirements and Contract Rates / T&C
  • Track spend against Purchase Orders and request increase in advance of limit where required
  • Identify suitable resources for Client requirements in conjunction with Personnel Manager
    • Facilitate the competence assurance process for Contract personnel
    • Update / Create Company CVs for issue to Client.
    • Check offshore certification is in place and in date applicable to job function and region of operation
    • Administrate and raise personnel contracts Ltd Company and PAYE Contractor adhering to internal process
    • Compile and issue Assignment Schedules for Contract assignments
    • Liaise with internal departments for support to VISA / local tax issues with support from Manager
  • Coordinate mob /demob of personnel
    • Liaise with Client and Contractor to confirm mob / demob dates
    • Raise internal requisitions for booking travel and other associated expenses for Contract personnel
    • Liaise with travel agent to confirm suitable and issue travel itineraries for Contractors
  • Collect compile and check Contractor month end invoices and expense claims for approval - liaise with Contractors for missing / inaccurate information
  • Liaise with internal Accounts Payable to raise Client invoice, and process final checking cycle.
  • Issue Invoices to Client and address any queries
  • Support department with expansion into Renewables and other markets
  • Attendance at Industry forums / events as required to gain market intelligence
  • Other duties as assigned


  • Experience in a similar role essential.
  • Previous experience of lifecycle Contractor and Client month end invoicing for a personnel services business.
  • Experience working in a small team with varied responsibilities

Key Attributes: 

  • Extensive knowledge of the Oil and Gas industry, its requirements and key stakeholders. Knowledge of Renewables industry also preferred.
  • Hands on approach and track record of building relationships with Contract personnel.
  • Proactive and enthusiastic approach
  • Excellent written and verbal communication abilities with strong interpersonal skills.
  • Strong organisational skills, detail orientated with a methodical approach.
  • Clear self discipline and time management skills.
  • Focus on team work and committed team player.


  • Ensure that the Safety policies and procedures are understood and adhered to as far as is reasonably practicable in order to ensure a safe working environment.


  • Ensure that Company Quality policies and procedures are understood and adhered to as far as is reasonably practicable.


  • Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.
  • Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.
  • Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.

Supervisory Responsibilities

  • None

Reporting Relationship

  • Reporting to Personnel Manager, Renewables & Subsea Projects Europe.
  • Liaison with other disciplines and departments as required.

Working Conditions

This position is considered OFFICE WORK which is characterized as follows.

  • Almost exclusively indoors during the day and occasionally at night.
  • Occasional exposure to airborne dust in the work place
  • Work surface is stable (flat).

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