Abhyansh Shipping Services India Pvt Ltd
Website:
abhyanshshipping.com
Job details:
Department
Transport / Accounts & Operations
5+ years exp required
Job Summary
Responsible for managing transport-related billing, payment requests, LR preparation, bill verification, payment card management, reconciliation, accounting entries, and ledger maintenance. The role requires close coordination with the Transport, Accounts, Operations, Vendors, and Drivers teams to ensure timely and accurate documentation and payments.
Key Roles & Responsibilities
- Payment Request Management
- Prepare and submit payment requests for transport-related expenses.
- Verify supporting documents before raising payment requests.
- Maintenance record of Statutory compliance payment.
- Follow up on pending payment requests and resolve discrepancies.
- Bill & LR Preparation
- Prepare transport bills and Lorry Receipts (LRs) accurately.
- Ensure all required details are captured in bills and LRs.
- Verify vehicle number, customer details, freight charges, loading/unloading details, and other applicable charges.
- Maintain proper records of all bills and LRs.
- Bill Checking & Verification
- Check vendor and transport bills against supporting documents.
- Verify freight, detention, toll, diesel, handling, and other applicable charges.
- Identify discrepancies and coordinate with vendors/operations for corrections.
- Ensure bills are processed within the defined timelines.
- Follow-up & Vehicle Tracking
- Coordinate with drivers, vendors, and transport teams for vehicle movement updates.
- Track vehicle status and follow up on pending deliveries.
- Ensure required documents are received after completion of trips.
- Escalate delays or discrepancies to the concerned department.
- Happay Card Management
- Manage Happay Card transactions related to transport operations.
- Monitor card usage and ensure expenses are supported by proper bills/documents.
- Maintain transaction records and coordinate for required top-ups/settlements.
- Reconcile Happay transactions with supporting documents.
- IOCC Card Payment Management
- Manage payments made through the IOCC Card.
- Maintain proper records of all IOCC card transactions.
- Verify payments against relevant transport documents and bills.
- Follow up for missing bills and supporting documents.
- Reconciliation
- Perform regular reconciliation of Happay Card, IOCC Card, vendor payments, and transport expenses.
- Identify unmatched or outstanding transactions.
- Coordinate with concerned teams to resolve reconciliation differences.
- Maintain accurate reconciliation statements.
- Bill Entries
- Enter transport/vendor bills accurately into the accounting system.
- Ensure entries are posted under the correct vendor, customer, vehicle, and expense heads.
- Verify entries before final submission/posting.
- Maintain proper documentation for audit and reference.
- Ledger Management
- Maintain and update vendor and transport-related ledgers.
- Monitor outstanding balances and pending payments.
- Reconcile ledger balances with vendor statements.
- Identify and resolve debit/credit discrepancies.
- Documentation & Record Keeping
- Maintain systematic records of bills, LRs, payment requests, card transactions, reconciliations, and ledgers.
- Ensure all documents are properly filed and readily available for audit.
- Maintain confidentiality and accuracy of financial information.
- RTO & Insurance renewal & follow up.
Key Performance Indicators (KPIs)
- Accuracy of bill and LR preparation
- Timely submission of payment requests
- Timely bill verification and processing
- Accuracy of Happay and IOCC card reconciliation
- Timely completion of ledger reconciliation
- Accuracy of accounting entries
- Reduction in outstanding/unreconciled transactions
- Timely follow-up on pending bills and payments
- Proper maintenance of transport documentation
- Timely resolution of billing discrepancies
Required Skills
- Good knowledge of transport billing and accounting processes
- Basic understanding of LR and transport documentation
- Strong reconciliation and analytical skills
- Good knowledge of MS Excel
- Experience with accounting/ERP software
- Good follow-up and coordination skills
- Attention to detail and accuracy
- Ability to manage multiple transactions and deadlines
- Good communication skills
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