Assistant Coordinator - Invoicing

About the role

Responsibilities

• Collect invoice information and supporting documents from CMRO, shared folders, subcontractor invoices, and emails.
• Organize customer-account documents according to filing and document-control standards.
• Enter and validate invoice data in systems, templates, trackers, and spreadsheets and escalate discrepancies.
• Compile event costs, prepare basic invoice calculations, and support draft invoice preparation.
• Apply Time and Material charges and fixed prices according to established instructions.
• Obtain missing information and clarifications from internal stakeholders.
• Apply approved corrections before invoice review and issuance.
• Upload approved invoices and supporting documents to customer portals or designated channels.
• Maintain files, trackers, and records for retrieval, reconciliation, and audits.
• Handle routine invoice enquiries and refer complex matters to senior team members.
• Update work-in-progress and invoice-status reports and compile profitability and financial-performance data.
• Support process improvements, special projects, and administrative issue feedback.

Qualifications and experience

• A high school certificate or vocational qualification in Accounting, Finance, Business Administration, or a related field is required.
• A diploma or associate degree is preferred.
• Up to one year of relevant invoicing, billing, accounting support, finance administration, or data-entry experience is desirable.
• Exposure to aviation, Engine MRO, commercial, or service industries is advantageous.
• Fresh graduates with strong numerical and administrative skills are encouraged to apply.

Core capabilities

• Foundational knowledge of invoicing and accounting is required.
• Strong data-entry accuracy and proficiency in Microsoft Office and invoicing systems are required.
• Excellent organization, communication, teamwork, reliability, and adherence to procedures are required.
• The ability to learn quickly, follow guidance, and maintain confidentiality is critical.