Oracle Invoicing & Project Operations Specialist

Oracle Invoicing & Project Operations Specialist

Role Overview

We are looking for an Oracle Invoicing & Project Operations Specialist who will be responsible for end-to-end project billing support, including timesheet validation, Oracle invoicing, new client/project creation, and coordination with cross-functional teams.

The role requires strong attention to detail, ownership of billing timelines, and the ability to coordinate effectively with Finance, Delivery, Sales/BD, and other stakeholders to ensure accurate and timely project setup and invoicing.

Key Responsibilities

1. Oracle Invoicing & Billing

• Prepare and process project-based invoices in Oracle based on approved contracts, SOWs, milestones, timesheets, and billing terms.
• Validate billing inputs and ensure invoices are raised accurately within agreed timelines.
• Review project billing details including rates, billing milestones, quantities, hours, and applicable commercial terms.
• Identify and resolve invoicing discrepancies, billing exceptions, and rejected invoices.
• Coordinate with Finance/Accounts Receivable teams for invoice submission, corrections, and follow-up.
• Maintain billing trackers and provide regular updates on invoicing status.
• Validating and approving the biling hours in the system.

2. Timesheet Validation

• Review employee timesheets for completeness and accuracy before billing.
• Validate timesheets against project codes, employee allocation, billing eligibility, and client requirements.
• Follow up with employees, project managers, and delivery teams for missing, incorrect, or rejected timesheets.
• Ensure timesheet approvals are completed within the defined billing cut-off timelines.
• Track timesheet exceptions and ensure timely closure to avoid billing delays.
• Support month-end billing closure by ensuring all billable hours are accurately captured and approved.

3. New Client & Project Creation

• Coordinate and manage the creation of new clients, projects, contracts/SOWs, and billing structures in Oracle/system applications.
• Collect required information from Sales/BD, Finance, Delivery, and Operations teams for project setup.
• Validate project setup requirements against approved commercial documents.
• Ensure correct project codes, billing types, rates, currencies, start/end dates, billing frequency, and other relevant parameters are captured.
• Coordinate with system/application teams to resolve project creation or configuration issues.
• Ensure projects are created and made billing-ready within agreed timelines.

4. Cross-Functional Coordination

• Act as a central point of coordination between Sales/BD, Delivery, Finance, HR/Operations, and system/application teams.
• Follow up proactively on pending approvals, project setup, timesheet corrections, billing inputs, and invoice-related issues.
• Track dependencies and escalate delays that may impact project billing or revenue recognition.
• Participate in regular operational reviews and provide status updates on open items.
• Maintain clear documentation and audit trails for project setup and billing activities.

5. Process & Reporting

• Maintain trackers for project creation, timesheet compliance, invoicing status, and billing exceptions.
• Prepare periodic reports on billing progress, pending invoices, timesheet issues, and project setup status.
• Identify recurring process gaps and recommend improvements to reduce billing delays and manual effort.
• Support creation and maintenance of SOPs and process documentation.
• Ensure compliance with internal controls and defined billing processes.

Required Skills & Experience

• 13 years of experience in invoicing, billing operations, finance operations, project operations, or a similar role.
• Hands-on Mandatory experience with Oracle ERP particularly project-based invoicing or billing processes.
• Good understanding of timesheet-based billing and project accounting processes.
• Experience in project/client creation and master data setup in ERP systems is preferred.
• Strong Excel skills, including data validation, lookups, filters, pivot tables, and reconciliation.
• Strong follow-up and stakeholder management skills.
• Good understanding of SOWs, billing terms, project codes, and commercial information.
• Strong attention to detail and ability to work with large volumes of data.
• Ability to manage multiple projects and billing activities simultaneously while meeting strict deadlines.

Preferred Skills

• Experience with Oracle Projects / Project Billing / Accounts Receivable.
• Exposure to professional services, consulting, IT services, or project-based organizations.
• Experience working with timesheet management systems and project allocation tools.
• Understanding of revenue/billing processes and month-end closure.
• Experience coordinating with global clients or international teams is an advantage.

Key Competencies

• Ownership & accountability
• Attention to detail
• Analytical and problem-solving skills
• Strong follow-up and coordination
• Stakeholder management
• Process orientation
• Time management
• Communication skills
• Ability to work under month-end/billing deadlines

Key Success Measures

• Timely and accurate Oracle invoicing
• High accuracy of timesheet validation
• Timely creation of new clients/projects
• Reduction in billing delays and exceptions
• Timely closure of cross-functional dependencies
• Adherence to billing cut-off timelines
• Accurate and complete project master data
• Effective coordination across Finance, Delivery, Sales/BD, HR/Operations, and system teams