Port Cost Specialist

Processes monthly and supplemental Port Cost invoices for all government and commercial vessels.- Communicates with the vessel Captains to obtain approvals and address invoicing discrepancies.- Organizes and breaks down invoices through Foxit PDF program according to company’s accounting sub-categories and accounts.- Completes spreadsheets for the designated accounting sub-categories for all port cost.- Runs budget queries to ensure sufficient funding is available.- Runs required System for Award Management (SAM) reports- Ensures Purchase Orders have the correct account coding (Account numbers, Project numbers, DSN/CLIN, Sub accounts, Government approval coding if needed.- Issues or amends Purchase Orders to match invoices being processed with proper approvals as needed.- Completion of Purchase Order summary for each invoice processed- Ensures Purchase Order files and Sharepoint files are accurate and complete.- Processing invoicing/Purchase Order packet submission to Accounts Payable.- Updates and completion of Port cost Reports.- Constantly looking for ways to improve the efficiency of process and creation of processes and procedures for responsibilities.**Key Accountabilities**Planning and Continuous ImprovementSupport Procurement Manager in the development and improvement of managing the Port Cost for the company. Identifying opportunities to improve the performance of the process by continuous improvement that will lead to efficiency and cost savings.PurchasingWork closely with the Purchasing Agent’s when needed for identification of Purchase Orders and reconciliation of cost along with improvement of quality of Purchase Orders and supplier management to improve the quality of Port Cost administration.P2PEnsuring the effectively execution and coordination of the relevant Procurement steps in the P2P process (Request, Approve, Order, Expedite, Receive & Ensure process is completed within acceptable time for Finance to Pay Identifying process improvement initiatives in the P2P process to continue to work more efficiently and reduce waste in the process and increase invoice matching percentage.Performance MeasurementUnderstand and constantly measure and analyse processes and their performance/results by measuring department Key Performance Indicators (KPIs) (e.g. Invoice First Time Match, Days for PO issuance, P2P, savings, etc.). Provide recommendations to improve the performance.Process Management & ImprovementDrive continuous improvement by understanding and continuously analysing the processes, identifying and working together with team on process improvement actions. (Ex: Identifying opportunities for PO efficiency, PO reduction, Solution for all port cost, etc.)**Key Performance Indicators**- Time of processing of Port Cost- Backlog and output of Port Cost- Timely submission of Port Cost to Finance- Supplier performance improvement- Internal customer satisfaction and supplier satisfaction- Compliance to internal policies and procedures**Required Education & Experience**- Bachelor’s degree- At least 3 years of hands-on experience in finance/procurement, preferably in the **Maritime **industry;- Accounting/Purchasing knowledge and experience.- P2P, organized, collaboration and partnering skills;- Continuous Improvement experience,- Fluency in the English Language. (Bilingual preferred: Spanish)**Skills & Competencies****Skills**Microsoft Excel (Strong)Foxit/PDF/AdobeMicrosoft Docuware (plus)Process ImprovementAdministrationEnglish LiteracyMicrosoft OfficeMicrosoft DynamicsStrong Communicator**Competencies**High Attention to DetailMultitaskingCommunication SkillsQuality OrientationQuick LearnerHigh OutputPrroblem AnalysisCustomer OrientationOrganizational SkillsTask OrientedResults OrientationOrganizing