Job Summary
Assistant Manager, Commercial (Invoicing Division) is responsible for managing and supporting all invoicing, billing, and commercial settlement activities for ship repair projects. The role ensures that all completed works, variations, and subcontracted services are accurately captured, verified, invoiced, and settled in accordance with contractual terms, approved budgets, and shipyard procedures, while supporting timely revenue collection and project profitability.
Key Responsibilities
Billing & Work Capture
• Act as the primary billing officer for assigned ship repair projects.
• Capture, record, and verify all repair works executed during the project period, including labor, materials, services, and subcontracted activities.
• Coordinate with production, planning, engineering, and superintendent teams to ensure accurate work completion records.
• Ensure all works are supported by approved job cards, completion reports, and variation approvals.
Invoice Preparation & Verification
• Prepare draft invoices based on agreed work completion reports, job cards, and superintendent confirmations.
• Verify invoiced quantities, rates, and values against approved estimates, contracts, and variation orders.
• Conduct final checks of draft invoices against project costs and commercial approvals prior to submission.
• Ensure invoices comply with contractual terms, client requirements, and statutory regulations.
Variation & Additional Works Management
• Prepare additional quotations and billing for variation works, extra repairs, and scope changes identified during the repair period.
• Coordinate with estimation and project teams to ensure variations are properly evaluated, approved, and captured in invoices.
• Maintain accurate records of all approved and pending variations.
Commercial Settlement & Negotiation
• Prepare complete settlement proposals, including multiple settlement scenarios, for management review and approval.
• Assist the Commercial Manager in commercial negotiations with ship owners, clients, and superintendents during invoice settlement.
• Participate in final account discussions and settlement meetings.
• Prepare Memoranda of Agreement (MOA), settlement statements, and supporting commercial documentation.
Final Invoicing & Revenue Control
• Submit final invoices to clients after obtaining internal and client approvals.
• Coordinate with finance and accounts departments to ensure timely invoicing and revenue recognition.
• Support follow-up on outstanding invoices and resolve billing disputes or discrepancies.
Subcontractor Invoice Assessment
• Review, verify, and assess subcontractor invoices against approved budgets, contracts, and actual works executed.
• Process subcontractor settlements in line with contractual terms and shipyard financial procedures.
• Resolve discrepancies and support negotiations with subcontractors where required.
Cost Control & Commercial Support
• Monitor invoicing values against approved budgets and estimated project costs.
• Identify potential revenue leakage, cost overruns, and billing risks, and report to the Commercial Manager.
• Support cost control and forecasting activities in coordination with estimation and project teams.
Documentation, Reporting & Compliance
• Maintain complete and accurate invoicing, settlement, and contractual records.
• Prepare invoicing status reports, settlement summaries, and revenue forecasts for management review.
• Ensure compliance with shipyard policies, contractual obligations, and audit requirements.
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Key Requirements
- Education: Diploma Degree / Engineering Degree on Marine Engineering / Naval architecture
- With 8-10 years Experiences in Shipyard / Fabrication Yard
- Proven experience in invoicing, variation management, and settlement of ship repair projects
- Proficiency in MS Excel and commercial/ERP systems
- Strong understanding of ship repair operations, dry docking, and marine repair activities
- Expertise in invoicing, billing, and commercial settlement procedures
- Strong analytical, numerical, and documentation skills
- Effective negotiation and communication abilities
- High attention to detail and ability to work under tight deadlines
