Role Purpose
Monitoring daily voyages status for issuing/submission of initial / final freight invoices and laytime calculations timely with prompt collections.
Dealing with counterparty in professional manner.
Role Accountabilities
Key Functions and accountabilities:
Freight and Laytime Calculation
- Calculate laytime, allocate laytime and issue provisional/final invoices
- Appraise themselves with the relevant clauses of the governing charter party
- Collect port papers, statements of facts and all relevant documents for each port of call
- Calculate the laytime for each port of call and share the calculation and the results with operators on timely matters in the event of large discrepancies.
- Allocate laytime to Laytime Desk and follow up with the progress
- Closing files in a timely manner
- Follow-up in a timely manner on all cases of laytime especially on demurrage receivable and balance of freight due payable.
- Update of notes to receivables regularly, always with latest status and relevant information.
- Countering with relevant information / justifications and referencing legal precedence in case the calculations are disputed by Charterers.
- Proactive on settling disputes - prompt engagement with Operator and Chartering PIC on difficult counterparty.
- Prepare initial freight invoice/ provisional/final freight invoice as soonest as possible but not later than KPI deadline given by the HOD. Ensure accuracy and completeness billing ie no unbilled items.
- Proactive on collection with professional approach and work closely with AR Finance team to ensure receipt to be allocated timely.
- Arranging of brokerage commission payments.
- Setting of new vendors if required.
- Any other tasks as assigned by Superiors.
Middle office functions (Operational Excellence)
- Manage, examine and own all necessary information in the IMOS operating system for relevant sections of the voyage reporting’s
- Communicate closely with the Operators and Chartering PIC to ensure a smooth conclusion of all voyage files
Documentation
- Document correctly all negotiations
- Manage in conjunction with the Finance Department on all receivables and despatch payment.
Management reporting + Procedures and Standards (Operational Excellence)
- Strictly implement Swire Bulk procedures as they exist and as they may be revised from time to time.
- Where required assist with preparation of weekly and monthly management reports
- Provide guidance and working together with Trainee, if assigned
- Provide guidance to Trainee in respects of any Postfixture matters.
Safety
- Take responsibility for the safety of myself and those around me by displaying safety leadership principles (i.e. Safety I’s & Accountability ladder).
- Challenging and stopping unsafe acts and behaviours or unsafe conditions.
- Comply with the Global Safety Standards, Polices and Operating Procedures.
Key Qualifications & Skills
Qualifications
- Min Diploma in a related discipline from a reputed school
Technical Skills & Professional Skills
- Minimum 2 years’ relevant experience in reputed shipping firm or equivalent experience.
- Preferably with IMOS experience
- Preferably with SEDNA Email system
- Knowledge in Accounting background will be an added advantage
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