India - DA Executive

Job description

Who are Inchcape? At Inchcape, our vision is to have a connected world in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean. Inchcape combines its worldwide infrastructure with local expertise through our global network of over 250 proprietary offices across 70 countries and a team of more than 3,000 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container and bulk commodity sectors as well as naval, government and intergovernmental organizations. We have an ambitious growth model, and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry. Contract Type - Permanant Location - Guindy, Chennai Main Purpose of Job : To achieve and maintain excellence in the Government Services (GS) activities. Meeting Inchcape’s set KPIs (Data integrity, Business critical time limits, Final DA invoicing dispatch time and accuracy, achieving Local and Regional quality Objectives). Reporting directly to the Assistant Manager, the DA Executive shall primarily handle and be responsible for the invoice collection, support the accurate, timely, and compliant generation of disbursement accounts for government contracts. The role involves communication with respective LPA/Partner Agents, service providers and smooth coordination with internal departments in an accurate, professional, and timely manner. This position involved ensuring Quality Management System standards are implemented consistently in all operational reporting activities, monitoring the required operational excellence in the GS. Duties and Responsibilities : Track and manage invoice submissions and follow-up logs to ensure timely billing cycles coordinating regularly with the respective LPA offices or Partner Agents. Prepare, validate, and process invoices for port calls and service deliveries in accordance with contract terms, SOW, approved pricing, and client-specific invoicing requirements. Ensure all third-party invoices and supporting documentation along with the port tariff for the services received, reviewed, and cross-checked against valid tariffs and/or contractual rates. Cross-verify operational data, third-party vendor charges, service periods, quantities, and documentation to ensure billing accuracy and resolve discrepancies before invoice submission. Ensure invoiced rates and service description comply with the applicable contracts, AOO pricing, SOW approved price sheet and customer’s requirements. Liaise with Operations, Finance, and Principal’s teams to clarify discrepancies, obtain required approvals, and ensure supporting documentation is complete. Maintain updated billing trackers and ensure compliance with client-specific invoicing SOPs, contractual requirements, and internal quality-control procedures. Respond promptly to client invoice queries or documentation requests, ensuring adherence to timelines and minimizing delays or penalties. Assist with invoice reconciliations, credit notes, corrections, and resubmission processes as required. Ensure that customer service and customer satisfaction remain as top priority in all elements of the functions performed in this department. Ensure accurate disbursements are sent to the Principal after thorough checking of all invoices pertaining to the port call. Ensure a full adherence to the Statement of Work (SoW) of the Principal for Invoice Submission steps Contribute towards any improvements to the department policy, SOP, communications, or any other improvements as deemed beneficial to the department, Inchcape and the Principals. Ensure to maintain good relationship with all Principals and Service Providers handled, and work quickly and effectively to resolve any issues, disputes, or other which principals may face Reporting: regular dialogue with Assistant Manager, Operators, Department Managers to ensure smooth activities throughout Knowledge : Good understanding of port agency, disbursement accounts, and standard invoicing procedures Proficiency in MS Office application (word, excel, outlook etc.) and related internal systems Good interpersonal relationship in managing workload, planning, organizing Knowledge of billing portals, ERP systems, and documentation workflow would be advantageous. Skills Good Written and Verbal Communication Skills Strong attention to details, high level commitment to billing and data accuracy Ability to multitask and prioritize workloads and meet invoicing and submission deadlines Highly organized effective time-management skills Strong numerical skills with the ability to work accurately and methodically Experience 2-4 years’ experience in similar role involving invoicing, finance or disbursement accounts Shipping Agency or Disbursement Account Experience Qualification : College degree or Equivalent Why Inchcape Shipping Services? We believe in building a diverse and high-performing workforce that works together to provide our customers with the exceptional service they deserve. To reach the highest standards, we depend on our people, their welfare, training and expertise. We realize the value of our staff and know that your unique experiences, skills and passions will help you to build a rich and rewarding career in our dynamic industry. Our values are at the centre of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these: Global Perspective - we connect the world and see the bigger picture. The Power of People - we rely on the strength of local agent knowledge and relationships. Progress - we adopt new thinking and push for positive change in our industry. In return, we will offer you: A diverse range of benefits, depending on your geographical location. Globally, as a minimum, you will receive: • A retirement savings plan • Life assurance • Holiday • Competitive salary • Employee Assistance Programme • Career development and progression opportunities • Values Award celebration events Plus, much more! If you think that you have the right skills, knowledge and attitude to join our team, then we invite you to apply by simply clicking at the top of this advert! #ISSthebiggerpicture Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location. Inchcape is an Equal Employment Opportunity Employer and equality, diversity and inclusion are at the centre of everything we do. We recognise that our customers, colleagues, contractors and other partners are central to our success and that we work in a diverse society. We acknowledge not only our legal, but also our moral responsibility to ensure all groups have equality of opportunity.