Accounts Payable Specialist (Mid-Level)

Overview

This role is responsible for accurate and timely processing of supplier, subcontractor, and employee-related transactions. You will maintain a reliable accounts payable ledger, prepare the weekly payment run, support month-end close, and work with operational teams to resolve issues with invoices, purchase orders, and approvals.

Responsibilities

Invoice processing and coding

• Receive, review, and process supplier and subcontractor invoices, credit notes, and adjustments across all assigned entities.
• Validate entity and supplier details, ABN and GST treatment, invoice arithmetic, project or cost code, and purchase order and required approval before posting.
• Identify duplicate invoices, incorrect charges, missing documentation, and other exceptions before payment.
• Match invoices to purchase orders and supporting documents where applicable (e.g., delivery records, hire dockets, subcontract claims).
• Allocate costs accurately between projects, departments, assets, inventory, and overhead accounts in accordance with the chart of accounts and finance procedures.

Approvals and payment runs

• Monitor approval workflows and follow up outstanding approvals so invoices are ready for the weekly Tuesday payment run.
• Prepare payment proposals by entity and payment method, including due-date, cash-flow, and supplier-priority checks.
• Verify bank account changes through an independent control process and escalate any suspected fraud or unusual requests immediately.
• Provide payment-run reports and supporting records for authorised review and release; do not release payments outside delegated authority.
• Issue remittance advices and record payments accurately after authorisation.

Supplier and subcontractor accounts

• Set up and maintain supplier records using approved onboarding documentation and controls.
• Respond promptly and professionally to supplier queries, invoice disputes, account holds, and payment-status requests.
• Reconcile supplier statements to the accounts payable ledger and investigate missing invoices, credits, unapplied payments, and aged items.
• Maintain complete supporting records for subcontractor claims, retentions, statutory declarations, and relevant insurance or licence requirements where applicable.
• Monitor credit terms and support constructive supplier relationships without bypassing approval or cash-management controls.

Corporate cards and employee expenses

• Review corporate card and employee expense transactions for valid tax invoices, correct coding, business purpose, and required approval.
• Follow up missing purchase orders and tax invoices in line with company policy and escalate unresolved personal or unsupported expenditure.
• Assist with timely reconciliation of card accounts and clearing accounts.

Month-end and reporting

• Complete accounts payable close tasks to the finance timetable, including cut-off reviews, outstanding invoice checks, and reconciliation of control accounts.
• Prepare or support accruals for goods and services received but not invoiced, and reverse them as directed.
• Reconcile accounts payable ageing and supplier balances to the general ledger and investigate variances.
• Support intercompany allocations, audit requests, cash-flow forecasting, and management reporting as required.
• Maintain organised electronic records that support audit trails, tax compliance, and document retention requirements.

Controls and continuous improvement

• Follow segregation-of-duties, delegated authority, payment security, privacy, and recordkeeping requirements.
• Protect confidential supplier, employee, banking, and commercial information.
• Identify recurring invoice or workflow issues and recommend practical process improvements.
• Maintain procedure notes and provide coverage or training support to other finance team members when required.
• Carry out other reasonable finance and administration duties consistent with the position.

Requirements

• At least 3 years of relevant experience in Accounts Payable (AP).
• Proven experience managing the end-to-end Accounts Payable process, including invoice processing and payment coordination.
• Experience in invoice verification and reconciliation.
• Experience coordinating with vendors and suppliers to resolve invoice discrepancies and payment-related concerns.
• Knowledge and experience in Goods and Services Tax (GST) and its application in invoice processing.
• Good English communication skills, both written and verbal.

Preferred Qualifications

• Knowledge of Australian Business Numbers (ABN).

Compensation & Benefits

• Not specified in the job description.

Location

• Work-from-home
• Monday to Friday, 8:00 AM – 5:00 PM AEST
• Following Australian Holidays