Post Fixtures Executive (6 months contract)

Swire Shipping; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Swire Shipping in Singapore is seeking an Operations Support professional to assist the Documentation and Monitoring team with daily voyage status, invoicing and laytime calculations. You will work closely with Finance to prepare freight invoices, process vendor invoices in IMOS/ShipNet, and ensure compliance for AMS/ACI/US/Canada shipments while maintaining accurate records.

Responsibilities include data entry, reporting, and coordinating with agents and charterers to resolve documentation

Qualifications

• 3 to 5 years relevant experience in a large and reputable shipping company.

Responsibilities

• Document negotiations and voyage fixture notes in SharePoint.
• Manage voyage receivables and payables with Finance.
• Prepare freight invoices for shipments.
• Process vendor invoices in IMOS and monitor payments.
• Ensure AMS/ACI/US/Canada import/export filing compliance.
• Coordinate laytime calculations and final invoicing to Charterers.
• Enter data in IMOS/Shipnet and generate reports in Excel.

Skills

Documentation management

Education

3 to 5 years relevant experience in a large and reputable shipping company

Tools

IMOS

SEDNA

Microsoft Office

Job description

Role Purpose (Why do we need this role?)

Supporting Operations Team for Documentation and Monitoring daily voyages status for issuing/ submission of initial/final freight invoices and laytime calculations timely

Role Accountabilities (What is this role responsible for delivering?)

Documentation

• Document correctly all negotiations and voyage fixture notes in SharePoint


• Manage in conjunction with the Finance Department on all voyage receivables and payables


• Accurately prepare freight invoices for all shipments


• Accurately process all vendor invoices in IMOS and monitor timely payments


• Comply with AMS customs regulation with reference to electronic data lodgement for import and export for US shipments


• Comply with FMC filling requirements for US shipments


• Comply with ACI customs regulation with reference to electronic data lodgement for import and export for Canada shipments


• Clear cargo documentation requirements for arrival and departure for all US / Canadian ports.


• Follow up with charterers on customs releases updates for all AMS/ACI filings


• Liaise with customs, agents and charterers regarding cargo clearances and trouble-shoot any documentation issues like customs filling rejection etc.


• Monitor freight receipts and coordinate cargo releases/steamship release for container shipments


• Coordinate Bills of Lading issuance with agent after freight receipt for container shipments


• Data entry in the system (IMOS/Shipnet) and generate reports in excel such as freight, outstanding demurrage and yearly performance of the vessels etc


• 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


• Follow up the progress and coordinate the laytime calculations assigned to Voyage Operator/Operations Manager, incl overseeing LD’s correct invoicing


• Closing files in a timely manner under supervision of Operations Manager


• Follow-up in a timely manner on all cases of laytime especially on demurrage receivable


• Maintain a record of the amounts due to the company


• Regular and timely follow-up of the amounts outstanding


• Countering with relevant information / justifications and referencing legal precedence in case the calculations are disputed by Charterers


• Prompt engagement with the Operations Manager on difficult counterparty and disputes


• Proactive on settling any disputes


• Laytime submission not later than 3 working days from day of completion for reviewing purpose and send the final calculations / PFFI to Charterers within 5 working days.


• Proactive on collection with professional approach


• Raise invoices in IMOS for the settlement of laytime and balance of freight

Safety

• Take responsibility for the safety of oneself and those around him/her/them 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, policies and operating procedures

Key Qualifications & Skills (What knowledge will ensure success in the role?)

Qualifications

• 3 to 5 years relevant experience in a large and reputable shipping company

Technical Skills

• Shipping agency, maritime, logistics, freight forwarding or transportation experience strongly preferred.


• Familiarity with Microsoft, IMOS and SEDNA system knowledge and experience

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Swire Shipping is committed to ensuring equal equitable access and participation for persons who experience disability. SSL is committed to treating persons with disability in a way that allows them to maintain their dignity and independence. Reasonable adjustments can be made upon request based on understanding of those accommodations.

Across Swire Shipping, we seek to create a supportive and inclusive environment that embraces individuality and recognise the benefits that these differences make. We do this by ensuring that all individuals are treated with respect and understanding and actively promote Equal Employment Opportunity (EEO) and do not tolerate discrimination, harassment, bullying, retaliation or intimidation of any kind. We are committed to driving the strategy, policies and accountability to build and sustain a diverse global workforce, through equitable processes and systems where everyone can contribute their very best.