Operations Executive
Inchcape Shipping Services
مجموع سنوات الخبرة :17 years, 10 أشهر
Operations Executive at Inchcape Shipping Services Dubai - since 20th April 2015 - Organizing the Disbursement Accounts of Inchcape Shipping Services at the Global DA Centre Dubai for the different port calls performed via global port offices.
Part of 5-member Special project team, who are responsible for transition and streamlining the DA process at GDC Dubai office from different global port offices. Also responsible for the training, knowledge transfer and development of the extended DA team in Chennai office related to the Cruise business for South American locations.
Port Locations handled: Qatar, Oman, and Bahrain, Saudi, Malaysia, South America (Argentina/Brazil/Chile/Ecuador/Peru/Venezuela) and U.S.A locations.
Transition Handled: Travelled to South America (Chile) for 1 month Disbursement Account finalizing process transition for 6 major controlling port offices - Argentina, Ecuador, Peru, Venezuela, Brazil & Chile.
Key responsibilities
• Final review/approval of the Disbursement Accounts finalized by Team related to the Cruise & Non Cruise port calls at South America and North America locations before the DA reaches to the Customer.
• Guiding the Team of operations in issue resolution and any knowledge gap with relates to the DA finalizing.
• Responsible for the training and development of team on total Disbursement process.
• Co-ordination with port-office and finance relating to any assistance for the team in day today process.
• Updating the status of port calls and prioritising the settlement basis the ageing considering the Actual Time of Sailing (ATS) and current open voyage report.
• Identifying the actual cost involved in the different port calls (Operational and Financial)
• Analyzing & Segregating the External as well as the internal services rendered/performed on the particular port of call,
• Confirming the additional services rendered to vessel on specific request from Master with Boarding Clerk/Operator from Inchcape, which was not included in the initial Pro-forma approved by customer
• Collecting all the documents/Invoices/Debit notes/Port bills from Operations/Finance that are to be passed to the customer for final settlement
• Review of accounting entries of all the cost involved (Revenues and expenses) in the Database (YISS and DREAM) for Inchcape.
• Identifying the Tax requirements specific to the Country of operation and complying the same in the final bills with the Customer.
• Identifying and applying any special agreed tariffs/contracts with the Customer for the specific port call
• Sub-Agent invoices if any and marginal invoices accounting
• Identifying the Vessel expenses and Charterers expenses from the bills and segregating as per the agreed terms of port call.
• Reviewing the split of Final DA with expenses to Head Owners and Charterers according to the specific instructions in the Agency appointment letter if any,
• Scrutinising the final invoices with the Initial Pro-forma approved by the Customer and identifying any major variances
• Analysing the SOF (Master signed Statement Of Facts, Agency appointment, Vessel attendance report, Crew Manifest), requests for any special services, approval messages from the Customer
• Finalizing the DA (Disbursement account) with all the cost supporting documents and submitting to the Customer through Emails, Courier
• Communication with Customer - Any clarification from Customer on the FDA submitted and providing information via co-ordination with Operations & Finance team.
• Identifying the Supplementary DA to issue for Invoices received late from vendors/Port offices after submitting the FDA to Customers.
Senior Operations Analyst - 13th May 2013 to 10 April 2015.
• Final disbursement Accounting - Auditing and booking of Port Agent submitted invoices on behalf of principals/Ship Operators.
• Terminal/Port Authority Tariffs review and third party service provider’s rates and rebates on the invoices.
• Identifying the terminal/Shippers/Operators/Head Owners expenses incurred in the port call and re-invoicing to the concerned.
• Calculation and Accounting of Credit notes and rebates applicable as per the agreement with Agent/terms as per appointment instruction/Port regulations.
• Vendor invoices follow-up, Auditing and Booking.
• Communication with Shipping Principals and Port Agents for the clarifications on invoices submitted.
Achievement:
• Listed under top 15 performers of the year 2013 in the company under FDA accounting team for accuracy in total Final Disbursement Accounts delivered to Clients.
Assistant Manager of Finance & Accounts - 2007 March to April 2013.
• Managed accounts payable, accounts receivable, and inter-company account reconciliation for Cargill Ocean Transportation Geneva.
o Ship Hire Payments - Handled 30 to 40 Hire settlements to ship Owners per day - Payment request created in client database mostly through J.P Morgan Chase Bank New York, London and through Credit Suisse Bank. Handled the settlement/payments in the following area on a day-to-day basis.
o Vessel Condition Survey, Weather routing, Bunker Quantity, Chemical Cleaning, Marine communication invoice handling.
o Freight invoice payments via SOFTMAR/IMOS.
o Multiple currency Port Disbursement Accounts/invoices settlements with port Agents and follow up for the account receivables.
o Bunker invoice payments to Suppliers.
o Final Inter -company settlements/Payments to Cargill Inter-companies.
o Coordinating with Agents/customers for the clarifications in the bank details and settlement proposals.
o Coordination with Client treasury team for any clarification on payments/settlements.
• Cargill Geneva Intercompany balance sheet AP/AR reconciliation.
o Handle the reconciliation of Accounts Payable/receivables of around 30 to 35 Cargill Inter-companies on a Monthly basis and reporting of discrepancies if any.
• Quality check of Accounts performed by the team members.
• Interaction with Clients and Operations teams at various locations (US, UK, Europe, and Singapore) via telephone, Outlook Emails.
• Team Co-ordination ensuring timely and accurate delivery of Process with high efficiency.
• Ensuring the team Service Level Agreements (SLA).
• Responsible for training and the overall development and skill set of accountants.
Change USER in Big-Bang Data Migration for Cargill International SA /SAP Implementation
• Active participation in the implementation/replacing IMOS - Integrated Maritime Operating System with SoftMar.
• Contact with Client for the Location Geneva Switzerland. Coordinator between the Super Users (Experts of IMOS) and the Team in Cochin, India according to the developments/Changes. Data Migration from SoftMar to IMOS.
Achievement:
• Recognized by the client for handling the Cargill Geneva balance sheet AP/AR year-end process. Handled the reconciliation of 45 Inter-Companies at a time.
• Rewarded by EXL with spot award for the performance/accuracy in the process handled during the quarter period July 2011 to September 2011.
• Undergone several training programs including Team handling, process optimization provided by EXL.
• Worked as an accounts/sales executive at KTC - Hyundai, Kannur from Oct 2005 - April 2006.