Contract Administration Specialist - Billing and Invoicing

Projects – Contract Administration Responsibilities Support in Billing and Invoicing: Ensure Certifying invoices entails previewing and confirming detailed invoices of various agencies based on milestones and agreed payment schedules, ensuring that each invoice accurately reflects the terms of the contract. Thorough reviews and validation of billing details, confirming that all information is correct and compliant with contractual obligations to facilitate smooth payment processing. Billing Data Entry: Managing billing data entry requires accurately inputting billing information into financial systems, including details such as project codes, amounts, and payment terms. Ensure precise data entry to maintain the integrity of financial records and ensure the smooth processing of invoices and payments, reducing errors and improving financial tracking. Verification of Contractor and Vendor Work done and Bills: Cross-check invoices against project documentation, such as work orders, material delivery notes, and progress reports. Ensure all required documentation is attached to invoices before submission for approval. Coordinate with site teams to verify that the quantity and quality of work completed align with billed amounts. Contract Review: Contract review involves analyzing contract terms related to billing and invoicing to ensure alignment with the agreed-upon terms and conditions. This includes understanding specific clauses related to payment schedules and deliverables, ensuring that all invoicing practices comply with contractual requirements and accurately reflect the terms of the agreement. System Maintenance and Support: Managing system maintenance and support requires overseeing the operational functionality of billing software, addressing technical issues, and performing routine updates. Troubleshooting software problems, ensuring system performance, and maintaining the integrity of billing operations to ensure that the invoicing process runs smoothly and efficiently. Handling Billing Queries: Providing clear and detailed responses to billing-related questions, managing discrepancies, and ensuring effective communication to maintain smooth financial transactions and address any issues promptly. Manage disputes, clarify billing details, and provide timely and accurate information to ensure effective communication and resolution of any issues, thereby maintaining a smooth and efficient billing process. Key Stakeholders - Internal: Lead - Contracts Administration Functional Heads Finance Department Project Head IT Department Operations Team HR Department Legal Team Maintenance Team Internal Auditors Key Stakeholders - External: Civil Aviation Authority Local Government Bodies Suppliers External Auditors Construction Contractors Design Consultants Regulatory Agencies Community Representatives Independent Engineers AAI Qualifications Educational Qualifications: Diploma or Bachelor’s degree in Finance, Accounting, Business Administration or a related field Work Experience: 8+ years of experience in a billing, invoicing, or finance-related role, preferably in construction or infrastructure projects. Familiarity with construction billing systems, including SAP, Oracle, or equivalent software.