Invoice Controller

Invoice Controller is responsible for account receivable management by registration and parking of the incoming invoices related to shipping and chartering operations.

Invoice controller controls conformity of data input by the trading desks against relevant documents ensuring that all accounting entries are duly supported, parking and posting incoming invoices in SAP, verifying tariffs charged prior to approval, checking outstanding balances, and updating of goods movements and inventory, associated costs and all invoicing aspects, communicating with suppliers and assisting in account receivable management, by daily communication with counterparties and different Company departments, collecting of payment confirmations and reporting in accordance with the Company's policies and procedures.

Job Responsibilities

• Registration of all incoming original invoices from Head Owners, Agents, Brokers, Bunker companies etc;
• Check of PDS and Final DA for approval by Ship Operator and park in SAP for further payment;
• Check of Bunker Invoices and Commission Invoices for approval by Ship Operator and park in SAP for further payment;
• Saving of all documents (Final DA with supporting documents, Bunker invoices, Broker commission invoices etc.) in the company secured database at file server;
• Put all disbursement Proformas, Final DA and Final Bunker invoices in SoftMar system;
• Check HIRE invoices received from the HEAD OWNERS with SoftMar Head-fixture data every time upon receipt;
• Check calculation of Brokers commission in SoftMar and check payment of Freight, Demurrage, Sundry invoices;
• Save all Freight, Demurrage, Sundry invoices in secured database folder;
• Store all HIRE invoices in File for each vessel;
• Reconciliation of the balances between PDA and FDA with respective parties and settlement;
• Dispute with Agents and other counterparties in case if something wrong with final invoice;
• Provide assistance to accounting department in the monthly and annual voyages closing in the way of Softmar and SAP data reconciliation;
• Manage accounts receivable (chasing overdue AR and confirmation of value date for due AR);
• Prepare weekly report on overdue accounts receivables.
• Ensure compliance with VAT of all documents received / posted and issued from the counterparties;
• Proper archiving / filing of the documents (DCTM - "Documentum", soft copies in the folders on the server, hard copies);
• Chaser for all claims / freight receivable as per written procedures;
• Hire payments check, upload on documentum as per procedures;
• Various reporting outstanding via SAP.

Other areas :

• Assist and back up the finance desk team members;
• Assist the team in various additional ad hoc tasks tender preparation, contracts review, etc;
• Bank clearing.

Experience

• Experience in the shipping and chartering industry;
• Previous experience of 5+ years in the accounting department involved in the middle or back office, preferably experience in one of the Big 4 companies.

Knowledge

• Excellent knowledge of the Banking Flows, Payment factory;
• Good knowledge of Finance, mathematics, accounting, and payment routing, flows;
• Good knowledge of SAP required;
• Excellent knowledge of Windows environment (especially Excel, Power point).