- Coordinate the monthly invoicing timetable. Track client submission deadlines, including early-month claims, and follow up outstanding actions with the responsible staff.
- Obtain invoicing decisions from project managers. Chase confirmation of progress, billable milestones, variations and amounts requiring clarification. Obtain decisions on invoices being held or deferred.
- Follow up invoice approvals. Ensure project managers review outstanding drafts promptly and resolve questions that prevent approval.
- Resolve commercial and administrative exceptions. Liaise with clients and project managers about missing purchase orders, unapproved variations, disputed charges, unclear billing arrangements and changes to client requirements.
- Arrange signatures and execution of supporting documents. Coordinate authorised signatories and witnesses for certificates, declarations and other documents requiring personal execution.
- Prepare manual Excel claims. Complete client-specific Excel progress claims and obtain the necessary project manager approval.
- Submit approved invoices and claims. Handle client portals such as Payapps, Aconex and iTWOcx, or other agreed submission channels. Track acceptance and resolve rejected submissions.
- Manage invoicing enquiries. Act as the administrative contact for client accounts teams,
respond to queries and coordinate corrections with the appropriate project manager.
- Follow up outstanding payments. Contact clients about overdue invoices, record payment commitments, identify disputes and escalate unresolved accounts to management.
- Report outstanding actions. Provide a concise weekly update covering approvals outstanding, claims awaiting submission, payment issues and decisions required from management.
Authority and Accountability
Project managers remain responsible for confirming the work completed, billable amounts and invoice approval. Fee changes, credit notes, write-offs and disputed commercial settlements require approval from the appropriate director or authorised manager.
The coordinator is responsible for following each outstanding item through to resolution and keeping the relevant people informed.
Working Arrangement
Part time attendance in the Hera office on agreed days, with availability concentrated around early-invoice deadlines, month-end submissions and subsequent payment follow-up.
Suitable Background
Experience in invoicing and accounts receivable within engineering, construction or professional services; confident communication; strong follow-up skills; and familiarity with Synergy, Excel and client payment portals.