About Inchcape Shipping Services
At Inchcape, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean.
Inchcape combines its worldwide infrastructure with local expertise through our global network of over 250 proprietary offices, across 70 countries and a team of more than 3,000 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government and intergovernmental organizations.
We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.
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.
Plus much more!
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 realize 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.
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.
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