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Inchcape Shipping Services
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Disbursement Accounts Team Leader

Disbursement Accounts Team Leader

Inchcape Shipping Services

7 - 12 years

6 - 11 Lacs

chennai

Posted:20 hours ago| Platform:

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Skills Required

fda disbursement pda disbursement accounts

Work Mode

Work from Office

Job Type

Full Time

Job Description

Main Purpose of Job

Reporting to Manager Client Services, the role shall be primarily responsible for overviewing and managing all DA and vendor invoices received from local port agents and vendors, in strict adherence to procedures established in collaboration with clients. Ensuring accuracy and timeliness in all the deliverables.

This position will involve the following main tasks:

Customer Focus: Ensuring customer service through quick and accurate email responses on service requests and proactive query management.
Team Management: Supervise and allocate daily volumes to team members, ensuring all disbursements are processed accurately and within timelines. Plan team leave schedules without impacting daily operations.
Team development: Manage and monitor team performance through KPI dashboards and performance metrics.
Monitor the Open Port calls, Queries & Ensure DA quality. Conduct periodic quality audits to ensure adherence to standard templates and established SOPs, timeliness.
Prepare reports and dashboard as per customer’s and management’s requirement.
Liaison with customers, agent and internal stakeholders to ensure effective working relationships
Cross Training initiatives
Continuously identify and implement process improvements for better efficiency and accuracy. Contribute actively to overall process optimization initiatives.

Key Accountabilities

Review and Verification of DA’s
: Evaluate PDAs, Close Estimates and Final DAs received from local port agents to ensure accuracy.
Issue Resolution
: Identify discrepancies and raise issues with local port agents to obtain clarifications or credit notes. Escalate unresolved matters to the DA Manager within the agreed timeframe. Follow up with agents, vendors, and principals for query resolutions within 48 hours of the initial query.
Cost Verification for Rebills
: Validate costs for rebillable items (Owner’s & Charterers) based on World Scale, standing instructions, or guidelines provided by the principal.
Vendor Invoice Verification
: Scrutinize vendor invoices for direct billing, ensuring alignment with agreed rates and SOF.
Savings Validation
: Ensure accurate and timely entry of any applicable savings into the cost system.
Rate of Exchange Posting
: Upon receipt of exchange rates from OPTIC/Cash Management, ensure correct posting in PDAs/CEs, Final DAs, and Vendor Invoices.

Inchcape Systems

Full utilization of Inchcape systems as per ISS Standard Operating Procedures.
Ensure team members are accurately inputting operational and commercial information into Inchcape systems in a timely manner.

QHSSE – Quality, Health, Safety, Security and Environment (mandatory requirements):

Accountable for ensuring that an appropriate assessment of Health, Safety, Security and Environment (HSSE) risk is included as part of work planning.
Accountable for implementation and monitoring of actions to mitigate risk and enhance controls within area of responsibility to ensure the HSSE of both the job holder and other persons who may be affected by acts carried out or failed to be carried out by the job holder.
Ensure full compliance with and implementation of, the ISS HSSE Management System.
Ensure that appropriate resources are allocated to control HSSE risk.
Accountable for ensuring that clear, appropriate and timely communication channels are put in place to report and manage HSSE risk.

Key Deliverables

Ensure all PDAs, CEs Final DAs and Direct billed vendor invoices are processed as per the above procedures in the required timeframe.
Post fixture documentation for rebilling is delivered to customers before time bar
Working with Client Manager to provide client reports and monitoring of KPIs
Help train DA executives to process their jobs as per the SOP
DA Quality & Accuracy Management
Principal DA / Invoice Query Management

Essential:

Must have prior experience in Disbursement Account (DA) operations.
Accounting knowledge related to billing environment and applications.
Proven process improvement experience.
Experience in handling small team.
SSC or BPO experience will be a plus.
Excellent communication skills: Verbal & Written.
Experience in working in a multi-national, multi-cultural organization is a must.
Proficiency in MS Office Suite.

Desirables:

Strong understanding of port agency operations specifically in tanker business.
Quick self- learner
Good motivational skills
Honest, transparent and trustworthy
Proactive, dynamic and innovative
Culturally aware and diplomatic
Accountability
Willingness to work in shifts.

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