Business Support Engineer

PRIMARY FUNCTION

Jobholder is primarily responsible for providing essential technical and administrative support to all Retail Engineering and Network Development Groups. This role ensures that ongoing projects run efficiently by validating contractor/vendor billing documents, consolidating various reports, monitoring service station assets, and supporting business operations for their assigned district. The jobholder may also temporarily cover M&R Area Engineers during their leave of absence.

DUTIES and RESPONSIBILITIES

1. Administrative and Business Support:

• Report Preparation and Submission:Prepare and submit consolidated reports on various plans, equipment, facilities, maintenance & repair data, asset-ledger reconciliation, group budget monitoring, and other reportorial requirements for the assigned group/district.

• Invoice Processing (M&R, Design and Construction, Asset Inventory Management, HSE)

Receive and process invoices of the various REND groups being supported. Processing includes review for completeness and correctness of key document entries prior to forwarding to Cost Control Analysts for encoding in SAP. Return and advice contractors/suppliers on any concern related to submitted invoice.

• Bidding Requirements:Coordinate and consolidate local bidding requirements for projects and programs amounting to MP 20.0 to MP 50.0. Ensure proper documentation and monitoring of Contract Waivers.
• Shopping Cart Preparation:Create and monitor shopping carts for projects above MP 50.0 across all REND groups being supported, ensuring proper coordination with procurement. Additionally, prepare Preventive Maintenance Shopping Carts for preventive maintenance activities.
• Contractor Coordination:Communicate and coordinate with contractors and vendors regarding billing issues, discrepancies, and concerns.
• CEOR Creation and Routing:Prepare and route CEOR (Customer Equipment Order and Receipt) to General Accounting and monitor the booking at PEL for reconciliation of assets and financial data.
• Asset Monitoring:Oversee asset recovery and AUC/Asset number requests for New Build, Major Rehab projects of DCG and all CAPEX projects of the M&R groups. Track and update Service Station Equipment and monitor the AMU/AUC status. Prepare and track PETR for ongoing and completed projects.
• Project and Program Monitoring:Consolidate updates of Design and Construction Group projects and programs, including M&R Projects and Programs Monitoring, CAPEX/OPEX, CMNDP, CMDP, Sustainability Projects, ESG Projects, and Divestment.
• Insurance Declarations:Ensure proper Insurance Declarations are filed, and assets are monitored and maintained effectively.
• Sustainability and Compliance:Consolidate Sustainability Monitoring initiatives, ensuring compliance with environmental and operational standards.
• Billing Document Review and Validation:Receive, verify, and validate billing documents for M&R and Preventive Maintenance activities. Ensure all invoices are accurate and complete.

2. Coordination with M&R/DCG and External Stakeholders:

• Coordination with M&R/DCG:Regularly engage with M&R and DCG personnel for project updates, bidding processes, and asset management.
• Coordination with Contractors:Manage relationships and ensure effective communication with contractors for project progress, billing validation, and document submission.
• Weekly and National Highlights Consolidation:Compile Weekly M&R & DCG Highlights and consolidate and report them into National Weekly Highlights for upper management review.

3. Reports and Monitoring:

• Budget Monitoring:Regularly monitor and report on the group budget, ensuring all expenses align with the approved financial plans. Monitors CAPEX and OPEX budgets.
• Project Progress and Performance Reporting:Monitor the status of CAPEX and OPEX, CMNDP and M&R/DCG Projects. Prepares FCA as needed.
• Typhoon/Calamity Damage Reports:Consolidate Typhoon Damage Reports for review and monitoring. Reports must be prepared ASAP and submitted at least twice a day during the calamity.
• Master File Updates:Ensure that all Master Files (including SSE profile, vendor, project, and contractor data) are updated regularly.
• Meeting Attendance:Prepare reports for internal and external stakeholders, including MOR (Monthly Operational Reviews) with districts and other performance evaluations. Attends necessary team meetings as needed.
• PM Contract Re-alignment:Review and align Preventive Maintenance (PM) Contracts with changing operational requirements and updated project scope upon contract renewal.

4. System Management and Closeout Tasks:

• Closeout Activities:Assist in the PETR Closeout and ensure that all necessary documentation is completed and archived.
• SSE Profile Database Management:Maintain an up-to-date SSE Profile Database, ensuring all service stations are properly documented for future use.

OTHERS

Generates periodic reports using available IT-based applications

1. Budget performance
2. Consolidated Project status reports
3. PM Performance
4. Area highlights
5. ROCP Status
6. Attends and present accomplishments during the regular Operational Review of the group