Hub Cash Management Administrator

Benefits

Additional Information

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex. Purpose This position is responsible for the end-to-end financial coordination and processing of funds related to hub operations. This includes entering pre-funds into the operational system, coordinating with Hub Agents for payment allocations, arranging and tracking settlements, and maintaining accurate financial records for Hub contracted customers and local port agents. Interrelations This position reports to Hub Administrator Team Lead. Close cooperation with Hub Agents and Hub Administrators is required. Formal authorities The position has the authority to act within this Functional Description, agreed budgets and within the chart of authority as outlined in the company's Global Integrated Management System (GIMS). Main responsibilities Pre-Funding Management: Enter pre-funds into the Hub operational system accurately and in a timely manner. Coordinate with Hub Agents to obtain and verify payment allocation details. Ensure that sufficient funds are arranged and available for all operational needs. Settlement Processing: Record and allocate received settlements into the system as per established procedures. Ensure all financial entries are properly booked and reconciled with supporting documentation. Account Management and Reconciliation: Prepare and send Statements of Account (SOA) to Hub customers on a regular basis. Follow up with Hub customers to ensure timely settlement of outstanding balances. Conduct detailed account reconciliation for assigned customers to resolve discrepancies. FDA Reminders and Follow-ups: Send regular FDA (Funding Disbursement Advice) reminders to relevant stakeholders. Maintain records of reminders and ensure acknowledgment or action from recipients. Port Agent Coordination: Liaise with local port agents to collect SOAs before arranging any settlements. Verify accuracy and completeness of documentation from port agents prior to payment. Seek advice from WPS Credit team on best approach. Escalate to Hub Agent and Hub Agency Manager where required. To gather information required to help investigation and resolution in Final DA Settlement disputes. To follow up complaints/non-compliances through improvement/complaint system in place. Accountabilities This position will be measured against: Ensure all pre-funding entries are completed accurately and on time in the Hub operational application. Prevent operational delays by proactively arranging necessary funds. Accurately post and allocate received settlement funds. Maintain clear financial records that comply with internal controls and audit requirements. Obtain and validate payment allocation details from Hub Agents. Maintain a smooth workflow between finance and operational teams by ensuring alignment on financial transactions. Prepare and distribute Statements of Account (SOAs) regularly to Hub customers. Ensure prompt follow-up and resolution of outstanding balances through reconciliations and customer communication. Issue Funding Disbursement Advice (FDA) reminders promptly. Track responses and escalate issues to ensure disbursements are processed on time. Conduct timely account reconciliations to identify and resolve mismatches or disputes with customers and agents. Secure and validate SOAs from local port agents before proceeding with settlements. Ensure all required documentation is in place to prevent errors or delays in disbursement. Ensure all financial activities are documented, traceable, and compliant with internal policies and audit standards. KPI as specified in Hub Agreement Vendor Management (Appointment and Settlement of Invoice) Work process efficiency Responsible for up keeping good QHSSE (Quality, Health, Safety, Security & Environmental) practices as laid down by the company during your employment at all time Health & Safety As an employee: The employee is responsible to adhere to the company's health and safety* requirements to ensure their own safety and the safety of their colleagues by: participating in risk assessment processes in the workplace completing required health and safety training and certifications following safe work practices and procedures and use personal protective equipment (PPE) when required inspecting equipment and the workplace regularly and actively eliminating hazards reporting accidents, incidents, injuries, near misses, safety risks and issues of non-compliance with health and safety procedures according to internal procedure Developing the safety culture at own workplace and cooperating with others on matters relating to health and safety * this includes physical as well as psychosocial health and safety Main Qualifications Diploma in Accounting, Finance, or a related field. 2-4 years of experience in finance operations, disbursement accounting, or shipping industry finance is preferred. Proficiency in financial systems and