Job Overview: Process disbursement accounts on a timely and accurate basis and process all cash related transactions for ship related matters
Duties/Responsibilities:
DISBURSEMENT ACCOUNT PROCESSING
- Process and prepare Disbursement accounts from the preliminary stage to the final, carefully checking for accuracy, with reference to Disbursement account checklist
- Receive, read carefully and take appropriate actions, when required, with any e-mail, fax and/or messages related to attendance of vessel that could affect the disbursement accounts
- Ensure completeness and accuracy of supplier invoices received for job job file/voyage and prepare relevant disbursement accounts
- Check coding on supplier invoices to ensure correct category and enter any corrections in Accpac if necessary
- Work closely with agents on any discrepancies and obtaining approvals on DA’s
- Prepare the final D/A reflecting the appropriate accounting and financial transactions along with supported invoices in accordance with the statement of fact
- Respond to any discrepancies and following up with the principle/s if any enquiry occurs, and give a very clear and timely explanation
- Prepare timely statement of accounts to principles along with final D/A’s and follow up on settelment of balances
- Process any supplemental accounts when required
- Maintain proper day to day filing of accounting transactions
SHIP A/R, COLLECTION AND CASH TRANSACTIONS
- Monitor funds receipts, advising the agents on timely basis and send confirmation of funds received to customers, agents and all relevant parties
- Process and prepare advanced payments to charterers’ agents or sub-agents, when required by Owners
- Together with Operations Manager assess the status of the outstanding balances and take actions to settle them
- Coordinate arrangement of cash to master with the bank on timely basis when requested by the agents
REPORTING
Enter arrival and departure dates, as well as funds received in order to produce and keep up-to-date the “Ship Balance Tracking Report”
OTHER
- Take an active role in Continuous Improvement
- Responsible for the quality of his/her work and for working in accordance with the company’s written procedures at all times
- Any other duty or responsibility assigned by his/her supervisor
REQUIREMENTS:
- 2 years of experience within the shipping industry is an asset
- 2-3 years accounting experience
- Strong communication skills
- Strong organization and multi-tasking skills
- Ability to work with minimum supervision
- Ability to work as part of a team
