Job Description

Entity:

Finance

Job Family Group:

Finance Group

Role Purpose

The Data Operations Coordinator will be responsible for working on a number of daily cases allocated by a supervisor. For each case, they/she will need to understand the information provided in the case documentation and use it to complete a standard form for use in a formal validation phone call with the supplier. By way of preparation for the call he/ she will also be required to conduct research and searches on the supplier via a number of on-line sources. The Data Operations Administrator will then be required tcompletete a telephone call with the supplier, following a standard script and checking the information they have gathered. They will be required to request additional security information on the call and to validate this information in bp’s finance systems (particularly SAP) post-call. The post holder will also be responsible for helping advanceate and resolve unclear requests. This post will specialise in providing a service to bp’s oil and gas trading arm but will help out with all call back requests.

As well as presenting with suppliers in a professional manner, the post-holder will need to work with members of the bp Procurement and Accounts Payable Teams to resolve issues.

Key Accountabilities

Key Responsibilities

• Work to resolve daily cases allocated in a timely manner, whilst ensuring that all control processes are followed
• Ensure that all supplier research and searches are completed and clearly documented
• Complete telephone calls to representatives in a variety of organisations across the globe and at all levels of seniority
• Ensure that all calls are accurately recorded and that all control checks are completed on the call
• Complete follow up checks via email and in finance systems and ensure that there is an adequate audit trail to demonstrate that proper due diligence has been applied at all stages of the case
• Be proactive in resolving any operational issues or delays with the case, collaborating closely with business partners, vendors and internal FBT teams
• Work as part of the team and collaborate and help others out. Proactively collaborate with the team and collaborators to ensure operational performance is within the agreed Service Level Agreements
• Help handle a shared mailbox and tracker
• Perform other admin related tasks in the call backs space
• Perform other data operations-related activities as required
• Participate actively in process improvements on vendors and call back processes including innovations through digitalisation and process improvements.

Processes for which accountable:

• Individual will handle own workload responsibly, and work with the work allocator to ensure that there is continuity of operations in the event of planned and unplanned absence
• This role is external facing so individual needs to represent bp in a professional manner at all times
• The role is part of the wider data team and will be included in wider data team activities.

Key challenges

Key Challenges for the Data Operations Administrator are to ensure that robust controls processes in this area are followed at all times. A number of the update requests that are actioned within the team are related to overdue or urgent requests for payment due to oversights by requestors. It is meaningful that the post holder ensures that FBT Data Operations processes are performed according to the standards set, regardless of any time pressures imposed by requestors.

In calls some vendors may be challenging and reluctant to provide the information requested so the ability to build rapport and to communicate clearly is important. Having excellent verbal customer service skills is paramount in this position due to the high volume of phone calls required to complete banking validations.

Any Other Relevant Information (Particular reference to planning (nature and impact), scope of impact (Team, BU,

Segment, bp globally etc.)

Types of relationship internally and externally that the person required maintaining contact with.

• This role will interact with key individuals within the FBT Data Operations and Procurement, as well as suppliers and bp’s outsourced service providers. All interactions are within a wide range of locations across the globe.
• Effective communication and the ability to identify and resolve issues with aged requests will be imperative for the success of this role.

Qualification & Experience

What particular knowledge, skills or expertise are required before appointment of this post?

How much and what type of experience is required to carry out this job at a fully effective level?

Education and Experience

• Confident on phone and able to quickly establish rapport
• Proficient in English (written and spoken)
• Ability to optimally communicate across varied audiences; written and oral
• Excellent great teammate
• Good organizational skills with ability to multi-task and prioritize
• Strong attention to detail and a commitment to excellence in the delivery of work
• IT skills including Microsoft Office (Excel, PowerPoint, Word)
• Ability to use competencies acquired to analyse and resolve daily problems
• Self-motivated and able to see activities through to completion
• A commercial approach and the ability to understand the importance of controls
• Ability to work under pressure

Desirable Criteria

• Additional languages
• Proven ability preferably in a Finance, Procurement, Sourcing, Master Data, Manufacturing, or other operationally focused environment
• Conflict resolution and ability to find solutions to complex issues
• Sophisticated SAP and Excel skills
• Access and PowerPoint experience
• Ability to perform job functions with independence and judgment
• Ability to plan, prioritize and handle workload independently

We are an equal opportunity employer and value diversity at our company! We do not discriminate based on race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Travel Requirement

No travel is expected with this role

Relocation Assistance:

This role is eligible for relocation within country

Remote Type:

This position is a hybrid of office/remote working

Skills:

Accounting Processes and Financial Systems, Analytical Thinking, Analytics, Business process control, Business process improvement, Commercial Acumen, Customer centric thinking, Digital Automation, Digital Fluency, Financial Reporting, Internal control and compliance, Stakeholder Engagement

Legal Disclaimer:

We are an equal opportunity employer. We do not discriminate on the basis of protected characteristics like race, religion, color, sex, national origin, sexual orientation, veteran status or disability status. Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process, please contact us

If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.