Hub Administrator

20 hours ago

Manila, National Capital Region, Philippines Wilhelmsen Port Services Full time ₱250,000 - ₱500,000 per year

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Main Responsibilities

  • Responsible for checking disbursement accounts (DAs) based on the guidelines presented by the Principal and within the WPS Ships Agency SOPs.
  • Ensure DA verification requirement is fulfilled as per principal's guidelines and contractual terms.
  • Coordinating any required administrative clarifications between Local Agents and Principal
  • Responsible for ensuring that all internal and external requirements related to filing and storing of documentation related to disbursement accounts are fulfilled.
  • Complete checking and finalising the disbursement account within agreed KPIs (either internal KPIs or those agreed with the Principal).
  • Responsible for ensuring the accuracy of data within the disbursement account
  • Maintain oversight on DA production in Hub CRM system and follow up with Local Agents and DA Centre for overdue FDAs.
  • Ensure Local Agents update the Final Disbursement in Hub CRM system.
  • Generate Statement of Account (SOA) to send to Principal
  • Follow up with customers regarding payments on a regular basis. Seek advice from WPS Credit team on best approach. Escalate to Hub Agent and Hub Agency Manager where required.

  • Support the Hub Agent in conducting Lexis Nexis (OFAC) screening of the local agent

  • Obtain the mandatory documentation as per Supplier Management System requirements.

  • To register Suppliers and Non-WPS Local Agent into Hub CRM system and trigger approval to Hub Agency Manager for approval after obtaining the IFS Supplier ID.

  • 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:

  • DA quality check and production time

  • Accuracy of customer disbursement accounts:

  • Team leads in Hub Admin team should raise an IPs against Hub Administrator who missed out invoices

  • Hub Administrator should raise IP against WPS Local Office when they do not provide invoices, variances exceed agreed parameters etc.

  • FDA reminders being sent to ensure that we meet Customer requirements of DA Production time.

  • Statement of Account being generated towards the customer as per requirement.
  • Compliance with all applicable processes
  • 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
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