BASIC PURPOSE

• The Accounting Specialist is responsible for the timely and accurate submission of Fund Request and Statement of Accounts of certain critical principals, particularly those with peculiarities and reporting requirements.
• The position is responsible for booking charges for Agency Fees, Joining Fees and other miscellaneous charges according to the agreed fees stipulated in the Manning Agreement.
• The job includes coordination with the principals and other departments to ensure accuracy and completeness of the charges to be billed.
• The position is responsible for the preparation of analysis of accounts (lumpsum analysis, cost-analysis) for their respective principals to ensure that the actual costs are within the budget.
• The Accounting Specialist - Accounts Receivable must follow the set guidelines for each of the customers to ensure customer satisfaction and achievement of the departments goals and objectives.
• Also performs other functions or participates in ad hoc projects as may be assigned.

BUSINESS PROCESS

Resource Management

• Performs activities to ensure that section expenses are in accordance with approved budget.
• Ensure accurate and timely preparation/submission of Statement of Accounts and transmission of fund request to the principals.
• Prepare monthly reports as required by the principal according to their prescribed format/template.
• Timely finalization of statement of account for vessel sold.
• Timely reconciliation of subsidiary ledger against general ledger
• Ensure completeness and accuracy of inputted entries of other sections by checking edit list versus billing system.
• Reconcile computer generated Accounts Receivable transactions per vessel (Statement of Account) versus total subsidiary ledger and prepare necessary reclassification journal entries.
• Reply promptly to daily communications/queries.
• Prepare monthly working paper and journalize the agency fee, joining crew expense, postage and photocopy charges, others per principal.
• Collate the complete supporting documents as attachment in Statement of Account.
• Monthly Aging of outstanding accounts of principal. Weekly follow ups of outstanding receivables.

Communication

• Prepares and submits required reports, as needed.
• Prompt reply to principals and other daily communications/queries

Process Improvement

• Contributes to the formulation of ideas to improve work processes within and outside work scope.

Quality of Work & Safety Standards Consciousness

• Performs work within the standards of the company's Quality Management System and Environmental Management System.

Customer Focus

• Establishes and maintains meaningful business relationships with both internal and external customers to facilitate effective and efficient delivery of services.

Others

• Performs related tasks and participates in ad hoc projects as may be assigned from time to time.

HUMAN RESOURCES

Leadership

• Takes an active role in project teams or group activities to ensure accomplishment of goals and objectives.

Teamwork and Collaboration

• Maintains harmonious and professional working relationship within the department and with other members of the organization through participation and contribution to team activities and processes.

Adherence to Company Policies and Ethical Practices

• Demonstrates unquestionable integrity and honesty in all dealings with both internal and external partners / customers.
• Complies with government legislations and company policies.

SELF-DEVELOPMENT

Individual Learning

• Attends relevant training programs and developmental activities, as planned, ensuring completeness of forty training hours per year.
• Formulates and carries out steps on application for learning to aid in personal career development.

QUALIFICATIONS, SKILLS AND PERSONAL ATTRIBUTES

Education

• Graduate of any business course
• Preferably Accounting graduate

Experience

• With 3-5 years of experience in the same function or department

Knowledge and Skills

• Proficient in the use of Microsoft applications (Advanced Excel, Word, PowerPoint)
• Proficient in the use of in-house systems (Connect, Vinta, Microsoft Nav & Emails)
• Problem solving and Analytical skills.
• Good in oral and written communications

Personal Characteristics

• Attention to details
• Team player
• Customer focused
• Results oriented

Internal Customers

All sections in Accounting: Documents and adjusting entries

Crewing Department: Embarkation /Disembarkation reports

Treasury Department: Remittance report

HRD Department: Payroll and employee benefit

IT Department: Accounting system, email and hardware problem