Officer

Our 30-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary 

Accounts Payable Officer is responsible for supporting the end-to-end Accounts Payable process, including invoice processing, payment preparation, vendor reconciliation, documentation, and compliance with internal finance policies. This role ensures that supplier invoices and employee claims are processed accurately, timely, and in accordance with company procedures.

Key Roles and Responsibilities   

• Receive, check, and process supplier invoices in Eyeshare. Verify invoice details such as vendor name, invoice number, date, amount, tax details, and supporting documents, and ensuring proper charging to specific vessels and accounts. Match invoices against purchase orders, goods received notes, contracts, or approval documents where applicable. Identify and escalate invoice discrepancies or missing documents to the relevant parties.
• Review employee claims and reimbursement submissions based on company policy. Check supporting receipts, approval records, and claim accuracy. Process approved employee claims within the required timeline. Highlight non-compliance or incomplete submissions to the relevant employee or department.
• Assist in maintaining vendor master data and ensure that all regular vendors are accredited and registered in Oracle. Ensure vendor information is accurate and complete
• Respond to vendor queries professionally and promptly.  Support vendor statement reconciliation and follow up on outstanding items.
• Support month-end closing activities, including accruals, preparation of AP ageing reports, payment status reports, and reconciliation schedules.
• Prepare and file required BIR tax returns, including VAT, Income Tax, Withholding Taxes, Documentary Stamp Tax, and other necessary filings.
• Ensure timely and accurate submission of tax returns and reports. Ensure all AP documents are properly filed and available for audit purposes.
• Maintain proper filing of invoices, payment vouchers, approvals, and supporting documents.
• Collaborate with internal departments to resolve invoice and payment-related issues.
• Support internal and external audit requests by providing required AP documentation.
• Follow internal control procedures to minimize payment errors, duplicate payments, or unauthorized transactions.
• Contribute to the refinement of process, procedures, and systems to continuously improve the efficiency and internal control of accounting activities
• Performing other ad hoc tasks as required

Relationship (mostly Internal and or External)

INTERNAL:

• All internal departments like FPD, Training, Vessel Accounting, etc.

EXTERNAL:

• Suppliers, Vessel Crew, Financial Auditors for yearend audits and BIR Examiners for Letter of Authority (LOA) received, if any.

Job Experience, Functional Knowledge and Qualifications   

• Degree in Accounting or Finance related fields
• At least 2 years of experience working in accounting is preferred.
• Working knowledge of ERP like Eyeshare, Oracle, SAP, as well as banking platforms like BIZLINK, JP Morgan, etc. is preferred
• Experience in the Ship Management / Shipping Industry is an added advantage.
• Experienced user of Microsoft Suite like Outlook, Excel, Word, etc.
  •    Good command of written and spoken English

Competencies   
•    Able to multi-task and meet tight reporting deadlines 
•    Effective Analysis & Problem Solving
•    Interacting with others
o    Collaboration, inclusion & teamwork
o    Listening and communicating
•    Driving high quality
o    Customer focus
o    Planning & organizing
o    Initiative
o    Accountability

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.