VCC Operations Executive – Targu Mures, Romania in Târgu Mureş

Job PurposeThe role will involve resolving our suppliers and internal partners VCC related quires on a 24/7 basis to avoid any disruptions to client check in or supplier dissatisfaction with our serviceThis will include but not limited to queries submitted to the Team by internal and external phone calls, e-mails, on the spot situations, and any other matters that relate to VCC transactional processesEnsure all VCC fraud alerts are actioned/investigated same day to mitigate loss to the company, ensure detected matters relating to potential mass scale fraud are alerted to senior management in real timeDetect and report to senior management consistent areas of improvement in particular duplicate charges, same supplier – errors in charging card, multi attempts to charge wrong card and others as agreed with line managerTo ensure VCC provider statements are received and reconciled in time for the Month-End closingTo process payments in the bank in time for the funds to reach the VCC provider no later than statement due date as per internal procedure, ensure internal VCC payment monitoring document is completed in real timeInvestigating non -matching invoices to bookings, dealing with supplier and internal departmentalEnsure all chargebacks are actioned adhering to card providers submission timelines, mitigate liability to the company for overcharges, fraud, any form of debit balancesMaintain a clean and accurate creditor’s ledger and reconciliation, ensure monthly reconciliation, and highlight key issues to senior managementMaintain a strong working relationship with suppliers, contracting, OperationsTo support the VCC Operations Team Leader & Senior in delivering the output of the department on time and to the standard required by the companyTo provide support to the Team Leader and Senior for daily tasks and ad-hoc assignments as delegatedEnsure all suppliers are paid in accordance with contractual terms and conditionsTo uphold company policy & procedure while ensuring that all internal partners also adhere to the rules & regulations agreed to by the company. Key Responsibilities Use initiative to resolve supplier & internal Ops, contracting VCC queries promptly and unresolved disputes respecting the SLAAttending to external phone calls & emails from suppliers and internal teams to assist in providing on the spot VCC payments and any other payment/card charge issues as applicableManual VCC issuing to be actioned as applicable to scenario and to be recorded and reported periodicallyInvestigate VCC Fraud alerts from providers in real time, action immediatelyIdentify & deal with overcharges in a timely manner and in adherence to providers submission deadlinesMinimise any form of liability/debit balances to avoid loss to the companyBe proactive in combating issues that reflects negatively on Webbeds, suppliers’ errors etc, be proactive in calling suppliers, re-educating them on how to charge a card and other scenarios as applicableUpdating contact details / supplier details including logging failed email addresses and updating primary systemRecognise and sort invoices via email and/or printed documentsEnsure accurate monthly VCC providers statement reconciliations, ensure VCC providers ledgers are up to date by end of month close, all postings and allocations are completedEnsure accounting entries to financial system are accurate and completed by month end closeReconciliation of booking adjustments from the booking platform to the creditor’s ledgerResolve un-reconciled booking queries and rates calculations according to the company policies and proceduresProcessing VCC provider payments accurately and on time in accordance with the contractual agreements and statement of account due datesMaintaining departmental policies and procedures, making suggestions for improvementPrepares analysis and report of responded emails and open tickets daily.Recommends process improvements and control.Prepare KPI’s analysis as agreed with line managerOther ad hoc work as directed by the Accounts Payable Team Leader or Finance ManagersYour responsibilities may be adjusted to cater for a specific role or projectAssist the AP Team Leader and Senior Management with any finance projects as requestedEnsure support for the ERP project. Level of Financial Responsibility Mitigate debit balances, fraud liabilities to avoid loss to the company. Key Measures VCC provider statements are reconciled accurately, and postings completed by month endVCC providers payments are submitted accurately and on time in accordance with contractual agreementsSupplier & internal departments queries are resolved to SLA and company guidelines to ensure suppliers are paid on timeMaking sure all potential Fraud cases are actioned immediatelySet KPI’s are prepared and met monthly in accordance with internal processes, such as charge backs, debit balances mitigation, supplier satisfaction, fraud alerts/actionsRespecting the dates for monthly reports allowing time for submission and review by Team Leader by month end closeTo complete daily tasks on time so it doesn’t affect other departments activitiesMaintaining business and departmental internal policies and procedureMaintain strong working relationships with Contracting and Operations. Essential Qualifications & Knowledge No specific qualifications requiredA solid working knowledge of Microsoft Word, Outlook andExcel (understanding formulas) is essential Essential Experience, Skills and Behavioural Requirements Excellent problem-solving skills essentialStrong numerical skills essentialHighly accurate with an excellent attention to detail is essentialAbility to work under pressure and to tight timescalesGood verbal skills and excellent written skills in English is essentialStrong team player, positive, driven, flexible and adaptable. Desirable Qualifications & Knowledge Financial background and knowledge of a financial system are desirable.Knowledge of a Travel industry booking platform is desirable. Desirable Experience, Skills and Behavioural Requirements Knowledge and understanding of the Accounts environment desirable.