Accounting Assistant

Job Summary

The Accounting Assistant support the day-to-day financial operations of a maritime documentation firm specializing in crew certifications and flag state services. This role handles invoicing, accounts payable, accounts receivable, and fee reconciliations associated with processing seafarer certificates (CDC, STCW, COCs), flag state endorsements (e.g., Panama, Liberia, Marshall Islands), vessel registry fees, and maritime authority disbursements.

Key Responsibilities

• Billing & Certification Invoicing
• Generate accurate client invoices for crew certification packages, endorsements, seaman books (CDC), and flag state filing fees.
• Cross-reference operational documentation (application filings, STCW course records, medicals) against billing schedules to ensure correct fee structures are applied.
• Track and invoice expedited processing fees, courier charges, and government/authority fees to vessel owners, ship managers, and manning agencies.
• Accounts Payable & Maritime Authority Reconciliation
• Process vendor payables to national maritime administrations (Flag States), recognized training centers, and medical authorities.
• Reconcile official government receipt statements and filing fees against internal application tracking systems.
• Manage and track prepaid deposit accounts held with various international flag registries.
• Accounts Receivable & Multi-Currency Management
• Monitor client accounts, send payment reminders, and process receipts from global ship operators and manning agents.
• Handle multi-currency transactions (e.g., USD, EUR) and track exchange rate fluctuations or foreign bank wire fees.
• Reconcile daily bank deposits, credit card payments, and online portal transactions.
• Financial Reporting & File Audit
• Perform monthly reconciliations between accounting records and operational certification logs.
• Maintain audit-ready financial files for every crew certification and vessel flag application.
• Assist the Finance Manager with month-end closing procedures and profit margin analysis per certification service type.

Qualifications & Requirements

• Education: Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration.
• Experience: 1–3 years of general accounting experience (experience in maritime services, crew manning, or flag documentation agencies is a strong plus).
• Technical Skills:
• Proficiency in accounting software (e.g., QuickBooks, Xero, SAP, or specialized maritime ERPs).
• Strong Excel skills (vlookups, pivot tables, data reconciliation).
• Key Competencies:
• High attention to detail with zero-tolerance for billing errors on official documentation filings.
• Understanding of multi-currency handling and international wire settlements.
• Clear communication skills for coordinating with internal documentation officers, ship management clients, and international agents.

Pay: AED1,529.05 - AED5,475.05 per month

Education:

• Bachelor's (Required)

Experience:

• Accounting : 2 years (Required)
• Tally ERP: 2 years (Required)

Language:

• English (Required)

Work Location: In person