Position Summary:

The Accounts Payable (AP) is responsible for supporting the end-to-end accounts payable process, ensuring vendor invoices related to cruise operations are processed accurately and on time. This includes expenses relating to ship supplies, food & beverage provisioning, hotel accommodations, port agents, logistics, and other operational vendors.

The role supports payment scheduling, maintains proper documentation for audit and compliance purposes, and works closely with the shore-side finance team and onboard departments to ensure invoices are verified and recorded correctly.

Key Responsibilities:

Accounts Payable Processing

1. Processing vendor invoices related to cruise operations, including ship supplies, food & beverage provisions, hotel accommodations, logistics providers, port agents, and operational vendors.
2. Verify invoice details against purchase orders, delivery orders, contracts, or supporting documents before posting.
3. Ensure invoices are recorded in the accounting system accurately and in a timely manner.
4. Assist in preparing weekly payment schedules based on vendor terms and operational priorities.
5. Monitor vendor statements of account (SOA) and follow up on discrepancies or missing invoices.

Vendor Coordination

1. Liaise with vendors, procurement, and operational teams to confirm goods or services received.
2. Support the setup and maintenance of vendor master records in the accounting system.
3. Assist with collecting required vendor documentation such as bank details, tax information, SST/WHT requirements, and other compliance documents.
4. Respond to vendor inquiries relating to invoice status and payment timelines.

Payment & Cash Flow Support

1. Assist in compiling upcoming vendor payment listings to support cash flow planning.
2. Track due dates and vendor payment terms to ensure payments are processed on schedule.
3. Support reconciliation between vendor statements, invoices, and payments made.

Compliance & Financial Controls

1. Follow internal approval workflows and financial control procedures for invoice processing and payments.
2. Maintain proper filing of invoices and supporting documentation for audit purposes.
3. Assist in the finance team with accounts payable reconciliation and month-end closing tasks, including accruals when required.

Operational Coordination

1. Liaise with onboard departments, procurement teams, logistics coordinators, and operational managers to ensure invoice accuracy and proper coding of expenses.
2. Assist with verifying operational expenses related to cruise voyages, provisioning, crew-related costs, and shore-side support services.
3. Support data preparation for reporting and analysis of operational expenses.

General Finance Support

1. Provide administrative and operational support to the finance team as required.
2. Assist with ad hoc financial analysis, documentation, and reporting tasks.
3. Participatein improvements to finance processes and systems to increase efficiency and accuracy.

Qualifications:

Education & Experience:

1. Diploma or Bachelor’s degree in Accounting, Finance, or related field
2. 0-2 years of experience in Accounts Payable, accounting, or finance support roles.
3. Experience in hospitality, cruise operations, shipping, or multinational environments is an advantage.
4. Familiarity with accounting systems such as SAP, NetSuite, Odoo, or similar ERP systems.
5. Basic understanding of Malaysian and regional tax requirements (SST, WHT) is beneficial.

Skills & Competencies:

1. Strong attention to detail and accuracy in data entry
2. Good organizational and time management skills
3. Good communication skills when liaising with vendors and internal departments.
4. Proficiency in Microsoft Excel and accounting software
5. Ability to work both independently and as part of a team in a fast-paced operational environment.