Disbursement Specialist

This role is for one of our clients
Industry: Marine
Seniority level: Mid-Senior level

Location: Mumbai
JobType: full-time

We are looking for a detail-oriented Port Cost & Disbursement Specialist to manage and control port-related financial transactions across voyages. This role plays a critical part in ensuring accurate processing, reconciliation, and settlement of port disbursement accounts while maintaining strong coordination with operations, finance teams, and external agents.
The ideal candidate brings a solid understanding of marine cost structures, strong analytical ability, and confidence in working with complex documentation and multiple stakeholders.

Key Responsibilities
Port Disbursement Management
Oversee advance and final port cost payments, including proforma handling and final account registration
Examine and validate final disbursement accounts against port tariffs, Statements of Facts, Charter Party terms, and agency agreements
Ensure correctness, completeness, and compliance of all port-related cost documentation
Accounting & Reconciliation
Prepare and close statements of account with port agents and vendors
Ensure timely reconciliation, settlement, and resolution of variances
Maintain accurate cost allocation and account coding within financial systems
Systems & Compliance
Record and manage port cost data within platforms such as Veson IMOS and HarborLab
Ensure all transactions align with internal controls, audit requirements, and accounting standards
Maintain clean records and documentation for traceability and reporting
Cross-Functional Coordination
Work closely with Voyage Operations, Port Operations, and Finance teams to resolve discrepancies
Act as the main accounting contact for agents, charterers, and service providers
Follow up on clarifications related to invoices, cost breakdowns, and supporting documents
Process Improvement & Ownership
Contribute to process optimization initiatives within the port cost and disbursement function
Support automation, standardization, and efficiency improvements
Take ownership of key agent and charterer relationships from a financial operations perspective

Skills & Experience Required
Core Requirements
Strong hands-on experience with port disbursements and marine-related costs
Good understanding of Charter Party clauses and voyage accounting practices
High numerical accuracy with strong analytical and reconciliation skills
Ability to prioritize tasks and work independently in a deadline-driven environment
Clear, professional communication skills for stakeholder coordination
Technical & System Skills
Experience using Veson IMOS; familiarity with HarborLab is a plus
Comfortable working with Microsoft 365 tools (Excel, Outlook, Teams)
Strong written and spoken English communication skills
Personal Attributes
Detail-focused with a structured and methodical approach
Confident decision-maker with sound commercial judgment
Collaborative, dependable, and process-oriented