Accounts Payable Specialist | AU | Hybrid

• Receive supplier invoices from the AP inbox, supplier portals and internal staff, and register each one on the day it arrives.
  
• Review, verify, code and enter supplier invoices into the accounting system, ensuring accuracy and proper supporting documentation.
  
• Ensure invoices are coded to the correct general ledger account, cost centre, entity, currency and tax code.
  
• Process supplier credit notes and match them to the original invoices.
  
• Route non-PO invoices to the right budget holder for approval under the delegation of authority.
  
• Follow up approvers on invoices outstanding for approval, and escalate those over 7 days to the Senior Accounts Payable Officer.
  

• Apply supplier payments and allocate transactions against the appropriate invoices in the accounting system.
  
• Match bank debits for direct debits, card payments and international transfers to the right invoices.
  
• Investigate and flag unallocated payments, part-payments and overpayments.
  
• Maintain an accurate AP ledger.
  

• Prepare supplier payment files for scheduled payment runs, ensuring payment details are accurate and complete for review and approval. This includes payment to employees
  
• Verify supplier banking details are accurate to support and Eftsure.
  
• Save invoice copies to the shared payment folder for each entity and run, named consistently.
  
• Send remittance advices to suppliers once payments are released.
  
  

• Assist with updating supplier records, payment details and other relevant information, subject to approval requirements.
  
• Flag duplicate or inactive supplier records for clean-up.
  
  Queries and discrepancies (as required)
  
  
• Assist in resolving invoice discrepancies, duplicate invoices, missing documentation and payment-related queries.
  
• Respond to supplier emails and calls on invoice and payment status within 2 business days.
  
• Work with procurement, warehouse and budget holders to resolve price, quantity and receipt mismatches.
  Request missing invoices, credit notes and statements from suppliers.
  
  Month-end and reconciliation support
  
  
• Ensure all invoices received by the cut-off are entered before month-end close.
  
• Provide a list of goods and services received but not invoiced to support the accruals list.
  
• Reconcile assigned supplier statements and follow up differences.
  
• Assist with staff expense claims and corporate card transactions as required via concur
  
• Provide documents and samples for internal and external audit.
  

• Follow AP procedures, the delegation of authority and segregation of duties at all times.
  
• Report errors, control breaches or suspected fraud to the Senior Accounts Payable Officer / Finance Manager immediately.
  
• Keep AP filing and shared folders organised and complete.
  
• Suggest improvements to AP processes and help test system changes.
  
• Provide cover for other AP and AR officers during leave.
  
• Perform other accounts payable duties and administrative tasks as assigned.
  

• Suggested targets below are a starting point; set final targets against current baseline performance.
  
• Invoices entered – Suggested target: Within 3 business days of receipt. Measured: Weekly
  
• Invoice coding accuracy – Suggested target: 98% or more with no rework. Measured: Monthly
  
• Payments allocated – Suggested target: Same or next business day. Measured: Weekly
  
• Payment files ready for review – Suggested target: By the agreed cut-off before each run.
  
  Measured:
  
  
• Fortnightly
  
• Duplicate or incorrect payments – Suggested target: Zero. Measured: Each run
  
• Supplier query response – Suggested target: Within 2 business days. Measured: Ongoing
  
• Key relationships
  
  Internal:
  
  
• Senior Accounts Payable Officer
  
• Finance Manager
  
• Budget holders and invoice approvers
  
• Procurement and AR team
  
  External:
  
  
• Suppliers and service providers
  
  

Requirements

• Experience entering and coding high volumes of invoices in an accounting system or ERP.
  
• 2+ years of experience in Accounts Payables role.
  
• Working knowledge of GST.
  
• Intermediate Excel skills (filters, pivot tables, lookups).
  Clear, courteous written and verbal communication.
  
  Desirable
  
  
• Accounting graduate or similar
  
• Experience in a multi-entity or multi-currency environment.
  
• Experience with an AP automation or invoice-approval tool.
  

• High attention to detail and accuracy.
  
• Organised; meets payment-run cut-offs.
  
• Follows controls and asks when unsure.
  
• Willing to learn and grow towards a senior role.
  

• MYOB or any accounting system or ERP: AP module, supplier master, payment runs.
  
• Invoice-approval or AP automation tool (for example, Traild, if used).
  
• Banking platforms for payment file upload (preparation only).
  
• Microsoft Excel and Outlook; shared drive for invoice copies
  

Benefits

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
  
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
  
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!