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SDS Administrator

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Date: 16-Nov-2020

Location: Gdansk, PL

Company: Lloyds Register

SDS Administrator



We are looking for an Administrator in our Gdansk Office to support the Marine & Offshore business.

This role handles order-to-invoice processes in our SAP ByD system and is a key function to ensure efficient and effective order-management and invoicing. You will be working with administrative and technical colleagues and clients on an international level. LR will offer you a challenging job opportunity and the possibility to develop yourself and realise your ambitions.


Key Responsibilities:

Manage Order to Invoice process and perform the following activities in SAP ByD system:

  • Respond to client and other incoming enquiries and produce quotations with appropriate pricing; gain approval for Quotes
  • Make changes in Customer Master Data if required
  • Obtain client authority to start work/purchase order (PO)
  • Check existing contracts; attach notes in ByD; confirm invoicing details
  • Control commercial documentation
  • Set up ‘Contract’ or ‘Project’ in system for the agreed scope of work.
  • Create Service orders
  • Assign Responsible Person (RP) and allocate work to Service Delivery
  • Function as RP for some products, i.e. transactional work like MEC, small NC TSO jobs
  • Monitor progress of service and/or sales orders
  • Schedule and monitor tasks in ByD dashboard
  • Create project invoice requests


Regular monitoring in ByD

  • Monitoring quotes, the validity of contracts, project progress, work centres, work packages for assignment, utilisation
  • Review migrated jobs, open jobs, ageing projects; close jobs where possible so they can be billed.
  • Check missing time (employees and subcontractors)
  • Confirm ‘goods receipt’ when a service if delivered / task is complete
  • Do approvals where relevant
  • Assign transactions to jobs
  • Prioritise and process documentation/data/information in accordance with local business requirements and agreed deadlines.
  • Data filing/entry in accordance with defined procedures.
  • Deal with queries and build relationships with internal/external clients, as appropriate.
  • To coach other team members, as appropriate, to achieve effective knowledge transfer and application.
  • Conduct all activities in line with internal procedures, contractual requirements, cost structures and budget constraints.


Technical / Professional Qualifications / Requirements:


  • Professional administrative education or equivalent
  • Previous experience in an administrative support role, preferably with Order to Invoice process
  • PC-literate; high affinity to work with professional business-systems (i.e. SAP);
  • previous experience with working with SAP ByD of advantage
  • Structured and well-organized working style. Attention to detail and data correctness. Good numerical skills.
  • Good cooperation and communication skills with own team and with other internal and external stakeholders.
  • Strong customer orientation. Responsive and pro-active.
  • Commercial awareness
  • Proficiency in English (spoken and written), Other European languages are of advantage.


About Lloyd’s Register


The Lloyd’s Register Group (LR) is an independent risk management organisation that helps to improve our clients’ quality, safety, environmental and business performance throughout the world. This is mirrored in our mission statement “working together for a safer world”.

LR is a global engineering, technical and business services organisation and a maritime classification society, wholly owned by the Lloyd’s Register Foundation, a UK charity dedicated to research and education in science and engineering for the benefit of the community at large.

Our expertise and activities cover Marine, Energy (Oil, Gas, Chemicals and Power), Management Systems and other asset-intensive industries.

What we offer

We offer you an exciting working environment with intellectual challenges, responsibility and high level client interaction.

As for every Lloyd's Register staff member, a personal development plan will be made by you and your manager to support you in realizing your long-term goals.


Are you interested in this job? Apply now via the ‘apply’ button and upload your C.V. and cover letter. If you have any questions regarding this vacancy, you can contact Derek Meeng (Corporate Recruiter – North Europe), by phone +31 (0)6 823 539 69 or email derek.meeng@lr.org.

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