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Service Delivery Support Administrator

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Date: 13-Oct-2021

Location: Gdansk, PL, 80219

Company: Lloyds Register

Job ID:34512
Location:Gdansk : al Zwyciestwa 13a  
Position Category:Administration/Business Support
Position Type:Employee Fixed Term


We are a leading international provider of classification, compliance & consultancy services to the marine & offshore industry, helping our customers design, construct & operate their assets to the highest levels of safety & performance. We are shaping the industry’s future through the development of novel & innovative technology for the next generation of assets, while continuing to deliver solutions for our customers every day.


The Role

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.


You will:

  • Manage Order to Invoice process and perform the following activities in SAP ByD system:
  • Respond to client and other incoming enquiries from internal customers/stakeholders
  • Check existing contracts; attach notes in ByD; confirm invoicing details
  • Set up ‘Contract’ (Field Service and Repair) or ‘Project’ (Projects) for the agreed scope of work.
  • Create Service Order or Sales order
  • Flag service orders for invoicing when job is complete
  • Assign Responsible Person (RP) and allocate work to SD
  • Perform Responsible Role for some work (e.g. transactional work), including project invoice requests
  • Monitor progress of service and/or sales orders
  • Set up contractors correctly where applicable, with a purchase order (PO)
  • Ensure PO is approved, services are receipted, to invoice client
  • Schedule and monitor tasks in ByD dashboard
  • Ensure Contracts, Project & Sales Order are properly closed with no errors in revenue recognition
  • Advise the surveyor if errors in service confirmations prevent the job from invoicing and therefore need correction
  • Review & follow up on service orders in query until these are resolved
  • Review & follow up on post invoice queries until these are solved


Regular monitoring in ByD

  • Monitoring quotes, validity of contracts, projects progress, work centres, work packages for assignment,
  • Confirm ‘goods receipt’ when a service if delivered / task is complete when required
  • Do approvals where relevant
  • Assign transactions to jobs
  • Other tasks related to SDS may be added as the role develops
  • 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.
  • Monitor inbox and tasks assigned; Keep diary of outstanding cases.
  • Investigation on Credit Notes and post invoicing queries (it is necessary); Raise Credit Task form and follow up until credit note is raised; arrange for a new invoice as necessary
  • 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.


You will need:

  • 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 the English (spoken and written), Other languages are of advantage.



Diversity and Inclusion at Lloyd's Register:


Together we are one Lloyd’s Register, committed to developing an inclusive and safe workplace that embraces and celebrates diversity. We strive to ensure that all applicants to LR experience equality of opportunity and fair treatment, because we believe it is the right thing to do. We hope you do too.


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The Lloyd's Register Group comprises charities and non-charitable companies, with the latter supporting the charities in their main goal of enhancing the safety of life and property, at sea, on land and in the air - for the benefit of the public and the environment. (Group entities)

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