Invoice Clerk jobs

Job Title: Shipspares & Invoice Clerk
Department: Operations / Procurement & Administration
Industry: Shipping / Ship Chandling / Ship Agency
Reports To: Operations Manager / General Manager
Employment Type: Full-Time

JOB PURPOSE

The Shipspares & Invoice Clerk is responsible for coordinating the ordering, purchasing, receiving and delivery of shipspares, equipment, provisions and other vessel-related requirements, while also performing invoice capturing, verification and administrative duties.

The position requires close communication with vessels, ship owners, ship managers, suppliers, transport companies, launch boat operators and internal staff to ensure that shipspares and other vessel requirements are supplied correctly, efficiently and within the required timeframes.

The employee must be highly organised, accurate and able to work under pressure, as vessel requirements are often urgent and may involve vessels arriving or departing at short notice.

KEY RESPONSIBILITIESA. SHIPSPARES & PURCHASING

• Receive shipspares and vessel-related requisitions from vessels, captains, engineers, ship owners and ship managers.
• Review requisitions to ensure that descriptions, quantities, specifications and delivery requirements are clear.
• Obtain quotations and pricing from approved suppliers.
• Compare supplier prices, availability, delivery times and payment terms.
• Place purchase orders with suppliers once approval has been obtained.
• Follow up with suppliers regarding availability and expected delivery dates.
• Monitor outstanding orders and ensure that urgent requirements are prioritised.
• Liaise with transport companies, drivers, launch boat operators and port personnel.
• Confirm that the correct items and quantities have been supplied.
• Obtain delivery notes, signed/stamped delivery confirmations and other supporting documentation.
• Follow up on delayed, incorrect or damaged deliveries.
• Maintain accurate records of all shipspares orders and deliveries.
• Assist with sourcing difficult-to-obtain or specialised marine equipment and spare parts.
• Ensure that suppliers receive the correct vessel name, delivery location, contact details and required delivery date.

B. INVOICE CLERK / ACCOUNTS ADMINISTRATION

• Receive supplier invoices and supporting documentation.
• Match invoices against purchase orders, quotations and delivery notes.
• Identify discrepancies between quotations, purchase orders, delivery notes and invoices.
• Allocate invoices to the correct vessel, customer, job number or cost centre.
• Maintain organised electronic and physical invoice records.
• Prepare documentation for accounts payable processing.
• Assist with customer invoicing for shipspares, deliveries, transport, launch boat services and other vessel-related expenses.
• Ensure that supporting documentation is attached to invoices where required.
• Follow up on missing supplier invoices and delivery documentation.

SKILLS & COMPETENCIES

The successful candidate should have:

• Excellent organisational skills.
• Strong attention to detail.
• Good numerical and administrative skills.
• Good computer literacy.
• Good knowledge of Microsoft Excel and Microsoft Outlook.
• Ability to work with accounting/invoicing software.
• Good written and verbal communication skills.
• Ability to communicate professionally with international customers and suppliers.
• Ability to multitask and prioritise urgent requirements.
• Ability to work under pressure and meet strict deadlines.
• Good problem-solving skills.
• Ability to negotiate prices and delivery times with suppliers.
• Strong follow-up skills.
• High level of accuracy when capturing invoices and orders.
• Ability to work independently as well as part of a team.

EXPERIENCE

Required:

• Previous administrative, purchasing, procurement, accounts or clerical experience.
• Computer literacy.
• Experience working with invoices and/or purchase orders.
• Good Excel and email skills.

Advantageous:

• Previous experience in the shipping, maritime, logistics, freight forwarding or ship-chandling industry.
• Knowledge of shipspares and marine equipment.
• Experience dealing with vessels, ports or ship agents.
• Experience with accounting software.
• Experience with international suppliers and foreign currencies.
• Knowledge of VAT and basic accounting principles.
• Experience with vessel disbursement accounts.

PERSONAL ATTRIBUTES

The employee must be:

• Reliable and punctual.
• Honest and trustworthy.
• Responsible and accountable.
• Well organised.
• Detail-oriented.
• Proactive rather than waiting for instructions.
• Able to work under pressure.
• Comfortable handling urgent requests.
• Professional when dealing with customers and suppliers.
• Willing to learn about the shipping industry.
• Able to manage multiple vessel requirements simultaneously.
• Flexible regarding working hours when urgent vessel requirements arise.

Pay: R9 500,00 per month

Work Location: In person