Invoicing Assistant – Finance & Accounts

We, a c t Infraport Limited, a leading shipping & logistics company, offering the services of Chartering, Custom Broker, Cargo Handling, Stevedoring, Shipping Agency, Warehousing & Transportation, having presence in PAN India & Overseas, are looking for dynamic professional for the following position, based out of Corporate Office, Gandhidham:

Position:

Location:

Qualification:

Bachelor’s degree in Accounting, Finance, Maritime Studies, or related field.

Experience:

·      2–5 years of experience in invoicing, preferably in the shipping or logistics industry.

·      Familiarity       with    charter party   agreements,   maritime           documentation, and insurance/brokerage processes.

Responsibilities:

The Invoice Specialist is responsible for the accurate and timely preparation, verification, and management of all invoices related to ship chartering activities. This includes freight, demurrage, dispatch, insurance, and brokerage invoices. The role involves close coordination with the operations and chartering teams, thorough review of documentation, and diligent tracking of vessel movements and financial obligations:

Key Responsibilities:

1.   Freight Invoice Management:

Initial Invoices:

o  Review fixture notes, charter party agreements, and documents from the operations team.

o  Validate freight rates, commissions, and payment terms before generating initial invoices.

Revision of Invoices:

o  To keep close track of charterers declarations of load port and discharge port preferences, after issue of initial invoice and rectify/modify them with relevant options provided in the fixture note.

Final Freight Invoices:

o  Monitor emails from the operations team for voyage updates and completion notices.

o  Refer to the running vessels sheet to track vessel status and invoicing timelines.

o  Verify laytime calculations and apply correct demurrage or dispatch rates.

o  Ensure final invoices align with charter party terms and operational data.

2.   Insurance G Brokerage Invoice Monitoring:

·      Review and verify insurance premium invoices and brokerage commission invoices.

·      Ensure correct application of agreed rates and terms as per contracts.

·      Track due dates and ensure timely payments to brokers and insurers.

·      Maintain records of all insurance and brokerage invoices and payment confirmations and prepare weekly reports.

·      Prepare detailed list of insurance and brokerage with vessel wise bifurcation indicating status as closed/pending or cancelled.

·      To monitor and keep vessel wise record for deductibles.

3.   Documentation G Compliance:

·      Maintain organized records of all invoices and supporting documents (e.g., NORs, SOFs, Bills of Lading).

·      Ensure compliance with internal financial policies and external regulations (e.g., GST, TDS).

·      Preparation and providing of NO PE, Form 10F and other relevant tax documents to Indian clients to ensure timely receipts of payments.

·      To attend to various KYC requirements of clients and submit questionnaires provided duly filled.

·      Prepare documentation for audits and financial reviews.

·      To keep vessel wise track of Bunker, Survey, WRI and WNI invoices and co-ordinate for timely and correct accounting in books.

4.   Coordination G Communication:

·      Liaise with chartering, operations, and legal departments to gather necessary data.

·      Communicate with clients, brokers, and insurers regarding invoice queries and clarifications.

·      Follow up on pending documentation or approvals required for invoicing.

5.   Systems G Reporting:

·      Use ERP or invoicing software to manage billing workflows and maintain invoice logs.

·      Generate periodic reports on invoicing status, outstanding payments, and disputes.

·      Assist in financial forecasting and budgeting by providing invoice data.

6.   Dispute Resolution G Follow-Up in co-ordination with legal team:

·      Investigate and resolve invoice disputes in coordination with internal teams and external parties.

·      Track delayed payments and initiate follow-ups with clients, brokers, and insurers.

·      Maintain a log of disputes and resolutions for future reference.

Skills:

-       Proficiency in Microsoft Excel and accounting/invoicing software (e.g., Tally).

-       Experience with maritime invoicing systems and laytime calculation tools is a plus.

-       Strong attention to detail and analytical thinking.

-       Excellent communication and interpersonal skills.

-       Ability to manage multiple tasks and work under pressure.

-       Office-based role with regular interaction with operations, chartering, and finance teams.

-       May require extended hours during peak billing periods or vessel closures.