Who We Are:
At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organisations.
Main Purpose of Job:
Reporting to the Manager – Client Services, the role shall be primarily responsible for overseeing 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 following main tasks:
- Team Management
- Monitor the Open Portcalls, Queries & Ensure DA quality
- Prepare reports and dashboards as per the customer’s requirements
- Liaison with customers and sub-agents 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 principal's 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 that Prefunding is made by cash management in the agreed timeframe
- Post fixture documentation for rebilling is delivered to customers before the time bar
- Working with the Assistant Manager to provide client reports and monitor KPIs
- Help train DA management executives to perform 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 the billing environment.
- Knowledge of basic accounting and applications.
- Proven process improvement experience.
- Experience in handling a 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.
You Will Receive:
A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:
- A place to grow your career - we’ll help you set big goals and exceed them.
- Competitive salary package and performance-based bonus scheme.
- Premium medical health insurance coverage.
- Work with talented, committed, and supportive teammates.
- Value Award celebration events.
Why Inchcape Shipping Services?
We believe in building a diverse and high-performing workforce that works together to provide our customers with the exceptional service they deserve. To reach the highest standards, we depend on our people, their welfare, training, and expertise. We realise the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.
Our values are at the centre of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:
Global Perspective - we connect the world and see the bigger picture.
The Power of People - we rely on the strength of local agent knowledge and relationships.
Progress - we adopt new thinking and push for positive change in our industry.
Inchcape is an Equal Opportunities Employer - equality, diversity, and inclusion are at the heart of everything we do. Working in a diverse society, we recognise that our customers, colleagues, and contractors are central to our success.
#WeAreInchcape
Additional Information:
Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location.
To protect the interests of all parties, Inchcape will not accept unsolicited or speculative resumes from recruitment agencies and will not be responsible for any fees associated with them.
#LI-DNI
