Main Purpose of Job:
Reporting to Manager Client Services, the role shall be primarily responsible for overviewing and controlling all DA and vendor invoices received from local port agents and vendors, in strict adherence to procedures established in collaboration with clients.
This position will involve the below following main tasks:
- Team Management
- Monitor the Open Portcalls, Queries & Ensure DA quality
- Prepare reports and dashboard as per customer s requirement
- Liaison with customers and sub-agent to ensure effective working relationships
- Cross Training initiatives
- Team development
- Inchcape project support
Key Accountabilities:
- Review and Verification : Evaluate PDAs, Close Estimates, and Final DAs received from local port agents to ensure accuracy by cross-checking:
- Port Tariffs
- Customer Agreements
- Historical Port Costs
- Statement of Facts (SOF) for Close Estimates (CE) and Final DAs (FDA).
- Issue Resolution : Identify discrepancies and raise issues with local port agents to obtain clarifications or credit notes. Escalate unresolved matters to the Assistant Manager within the agreed timeframe.
- Cost Allocation : Accurately allocate costs to the appropriate service line and cost code as per the principals instructions.
- Prefunding Validation : Ensure the correct prefunding amount is applied for PDAs/CEs before submission to the client for approval and payment.
- Currency and ETA Coordination : Verify that the correct currency is selected, aligned with the Estimated Time of Arrival (ETA) and the respective country.
- Client Approval Monitoring : Track client approval of PDAs within the required timeframe before ETA. Flag any operational risks or delays proactively.
- 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.
- Final DA Verification :
- Ensure supporting invoices are legitimate, issued by the actual vendor, and accurately allocated to the corresponding port calls (vessel, voyage, port/terminal).
- Verify invoices on the agent s letterhead to ensure compliance with regulatory and Anti-Money Laundering (AML) requirements.
- Confirm the appropriate charges are applied where agreements are in place.
- 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.
- Rebilling Submissions : Submit Charterer Expenses and Owner Invoices to the Claims/Demurrage team for client rebilling, ensuring accurate documentation and compliance with internal processes.
- Document Approval and Filing : Follow established procedures for document approval and client filing when required, ensuring proper documentation is maintained.
Key Deliverables:
- Ensure all PDAs, CEs Final DAs and Direct billed vendor invoices are processed as per the above procedures in the required timeframe.
- Ensure Prefunding is made by cash management in agreed timeframe
- Post fixture documentation for rebilling is delivered to customers before time bar
- Working with Assistant Manager to provide client reports and monitoring of KPIs
- Help train DA management executives to process their jobs as per the SOA
- DA Quality & Accuracy
- Principal DA / Invoice Query Management
- Client presentations and reports Support the team with additional duties as required
Essential:
- Accounting knowledge related to billing environment.
- Knowledge of basic accounting 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.
- Excellent communication skills and a good command of the English language (oral and written)
- Proficiency in MS Office Suite.
