Agency Officer (DA Processing)

As an Agency Officer, you will be responsible for the comprehensive management of port costs, which includes auditing Proforma DA, processing Final Vouchers and screening related documentation. You will be allocated specific vessels or clients and will be fully responsible for the port calls assigned to you. You will be a key player in our operations, ensuring timely and accurate management of port costs while maintaining effective communication with internal teams and external agents, and Clients.

Key responsibilities and expectations:

1) Port Cost Management:

• Take full ownership of the port cost management process, from auditing Proforma Disbursement Accounts (DA) to processing Final Vouchers, ensuring all tasks are completed accurately and in full compliance with company standards.
• Thoroughly scrutinize Proforma Disbursement Accounts (PDA) and engage with agents to negotiate and ensure costs align with expectations and contractual terms.
• Review nomination letters to confirm adherence to fixture terms, particularly regarding port costs, and proactively address any discrepancies with clients to obtain necessary clarifications.
• Actively follow up with agents to collect missing details or supporting documentation, ensuring timely submission of all required information.
• Process Final Disbursement Accounts (FDA), cross-checking for accuracy with supporting documents, and ensure relevant rebill invoices are passed to the Claims and Administration teams.

2) SLA Compliance:

• Consistently meet both internal and client-specific SLA timelines, ensuring that all tasks and responsibilities are completed in a timely and efficient manner.

3) Data Management:

• Collaborate with the Master Data team to add new agents, bank account details, and vessels to the database, ensuring adherence to the internal verification process and data integrity standards.

4) Tech-Savvy Approach:

• Leverage digital tools to enhance operational efficiency, streamline multilingual tariff and invoice handling, and boost team performance.

5) Team Collaboration:

• Foster a positive, collaborative work environment by engaging with team members, sharing your ideas, and being open to feedback. Your contribution to team discussions will help strengthen our collective growth and success.

6) Flexible Working Hours:

• The role requires flexibility with working hours, including the possibility of night shifts and weekend work, as determined by team rosters.

Qualification:

Bachelors degree

Experience & Skills:

• Proven experience (4 to 5 years) in Disbursement Accounting, with a keen eye for detail.
• Excellent communication skills, including strong proficiency in reading, writing, and interpreting English.
• Meticulous in auditing Disbursement Accounts (DAs) for accuracy and compliance.
• Capable of working independently, demonstrating initiative and a proactive mindset.
• Proficient in Microsoft Word, Excel, and Outlook.