Job Description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Wilhelmsen Ship Management is one of the world\xe2\x80\x99s largest third-party ship managers originated from Oslo, Norway with over 20,000 employees including our seafarers with a portfolio of more than 450 vessels and counting. Our employees are working with a comprehensive global maritime group providing over half of the merchant fleet with essential products and services, along with supplying crew and technical management to the largest and most complex vessels ever to sail.

We are currently looking for a Accounts Executive to join our team. We offer a culture and vibrant work environment of strong leadership, collaborative, career development, work-life balance and a job that is both challenging and stimulating. All team members are empowered with the freedom to influence each other as long it complies with our Company\xe2\x80\x99s values and vision.

This position will be located at Kuala Lumpur Sentral (Menara 1 Sentral) and it is easy to get to by public transportation as it is located at the heart of Kuala Lumpur. Our organization thrives by using modern tools and is eager to utilize the business opportunities that comes with new digital tools and skills.

Purpose

To ensure invoices, debit / credit notes are processed, registered and filled accordingly. To ensure approved invoices sent to Treasury for payment. To process and close crew payroll in CMS, attending to queries and assist Team Lead, Accounts and/or Accounts Manager in any ad hoc task which may arise.

Interrelations

Reporting to Team Lead, Accounts and/or Accounts Manager and closely working with members of group, and Treasury Team.

Also having liaison with Vessel Owner, Technical Superintendent, Marine HR, Masters of vessels under management, and Manning Agents.

Formal authorities

To register invoices, debit / credit notes into the purchasing system.

Maintain files (remove and insert) on original copies of invoices, debit / credit notes.

Communicate with (copy to Accounts Manager).

Owners \xe2\x80\x93 reply queries relating to invoicing (where applicable),

Technical Superintendent \xe2\x80\x93 invoicing and accounting matters,

Marine HR \xe2\x80\x93 crew related matters,

Master \xe2\x80\x93 CMS payroll reports matters, Cash to Master (where applicable),

Manning Agents \xe2\x80\x93 crew contract, crew movement and disbursements related matters,

Port Agents \xe2\x80\x93 Advances / Pre-funding, Cash to Master, Final disbursement

Treasury \xe2\x80\x93 banking related matters.

To disburse task within the group with the consent of Team Lead, Accounts and/or Accounts Manager when the need arises.

Post journal entries with regards to:

Manning Agent Disbursement,

Port Agent Disbursement,

Owner Disbursement,

Other accounting entries / adjustments related to financial reports.

Ensure the completeness of the financial checklist with related to CMS payroll.

Comply to ISAE 3402 Type II requirements in performing each task.

Main responsibilities

Ensure all incoming mail via electronic mailbox are opened print stamped with receipt date.

Ensure all incoming mail (hard copies) via mailroom are opened stamped with receipt date.

Ensure all invoices received are coded, scanned, and registered into the purchasing system within agreed timeframe from date of receipt - 3 working days.

Ensure all registered invoices are filed properly on the same day of registration and the files are kept organized.

Ensure that the daily batch of approved payables are matched against invoices and send to Treasury for payment.

Posting bank related entries into accounting system via FEBA.

Performing monthly vessel bank reconciliation.

To process owner\xe2\x80\x99s DA upon receipt.

To compile and process monthly crew disbursement.

Maintain proper filing of previous month\xe2\x80\x99s voucher.

Processing monthly payroll via Compass.

Approving and create payment draft for crew allotment on a monthly basis.

Verifying opening balances of onboard cash acc, provision and bond stores.

Verifying all purchases made with cash onboard are supported by original receipt.

Verifying all expenses are supported with proper documents.

Preparation of requisition forms for payment.

Posting entries from manning agent disbursement / crew disbursement in the accounting system.

Ensuring expenses are coded accordingly and approved by relevant Marine HR and Technical Superintendent (where appropriate).

Posting appropriate journal entries (accruals, adjustments, amortization etc).

Accountabilities

The position will be measured against timely registration of invoices received as per agreed guideline and working procedure.

The position will be measured based on verification of invoices retrieved from files daily for payment processing.

The position will be measured against accurate and timely submission of crew wages payment to treasury (payment draft), CMS payroll report to reporting team.

To ensure that vessel masters, vessel owners and management centres receives prompt reply to queries.

Qualifications

Mandatory requirements

Certificate in secretarial, commerce, business administration, accounting and/or finance

Fair command of English

Additional preferences

Good organisational skills

Process Involvement

CMS

Owner Disbursement Account

Disbursement Account

Manning Agent Disbursement Processing

Crew Onboard

Off Vessel

Cash to Master

Sounds interesting? You can apply online today through our career portal by creating a "Candidate Home" account and attach your latest Resume. Please note that only shortlisted candidates will be contacted.

Application Deadline: 08 March 2024

Nationality preference: Malaysian

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Wilhelmsen