This is a remote position.
ABOUT ACCESS OFFSHORING:
We specialise in providing Australian businesses with experience and qualified professionals based in the Philippines. Not only does our team of recruiters have extensive experience in sourcing and recruiting offshore talent, we also help Australian businesses implement best practice when it comes to building an offshore team.
ABOUT THE CLIENT:
Our Client is a leading Australian air conditioning and mechanical ventilation company servicing residential, commercial, and industrial clients across New South Wales. Established in 1987, the company has built a strong reputation for delivering high-quality HVAC solutions, technical expertise, and reliable customer service. Our client specialises in air conditioning installation, maintenance, ventilation systems, and project delivery for a wide range of clients and facilities.
JOB SUMMARY:
We are seeking a highly organised and detail-oriented Accounts Payable & Administration Officer to support the day-to-day finance and administration operations of the business. This role is responsible for managing supplier and contractor invoice processing, purchase order and work order matching, customer invoicing support, and general administration duties across multiple systems including Simpro, EzzyBills, and Xero.
The ideal candidate has strong accounts payable experience, excellent attention to detail, and the ability to work efficiently in a fast-paced operational environment. You will play a key role in ensuring invoices, approvals, and supporting documentation are processed accurately and on time while maintaining strong communication with suppliers, contractors, and internal teams.
KEY RESPONSIBILITIES:
1. Purchase Order (P/O) Matching & Supplier Invoice Processing
Review and process supplier invoices for materials and parts purchases using EzzyBills, Simpro, and Xero.
Match supplier invoices against approved Purchase Orders (POs) in Simpro.
Verify supplier pricing, quantities, freight charges, and purchase order accuracy.
Investigate and resolve discrepancies between supplier invoices, purchase orders, and receipted stock/items.
Monitor invoice imports and OCR data capture within EzzyBills for accuracy and completeness.
Ensure invoices are correctly coded and pushed through to Xero in accordance with company procedures.
Liaise with suppliers and internal staff regarding missing or incomplete documentation.
2. Work Order (W/O) Matching & Contractor Invoice Processing
Review and process subcontractor and contractor invoices using Simpro Work Orders.
Match contractor invoices against approved Work Orders, labour allocations, service reports, and supporting documentation.
Ensure contractor rates and charges align with approved agreements and completed works.
Follow up internal teams for approvals, missing timesheets, or supporting documents where required.
Escalate invoice discrepancies or non-conforming charges to management.
Ensure accurate coding and processing into Xero through EzzyBills workflows where applicable.
3. General Business & Operating Expense Processing
Process general business operating expenses including utilities, rent, subscriptions, vehicle costs, and miscellaneous supplier invoices.
Review automated invoice extraction and coding suggestions generated through EzzyBills.
Ensure invoices are allocated to the correct cost centres, categories, or departments within Xero.
Maintain supplier records and account information across all platforms.
Assist in monitoring invoice approval workflows and ensuring timely processing.
Ensure all supporting documentation is attached and appropriately filed.
4. Customer Invoicing Support
Assist with preparation and processing of invoices for selected customers or customer groups using Simpro.
Generate customer invoices from completed jobs, service calls, projects, or recurring workflows.
Ensure invoices contain accurate supporting documentation, labour allocations, and materials usage.
Upload invoices and supporting documents to customer portals when required.
Monitor incomplete invoicing workflows and follow up with operational staff to minimise delays.
5. General Administration & Housekeeping Duties
Monitor and manage shared finance/admin inboxes
Maintain organised electronic filing systems within Simpro and Xero.
Perform data entry, system updates, and workflow housekeeping tasks.
Assist with maintaining clean and accurate supplier, customer, and job records.
Support ongoing process improvements and workflow efficiencies across finance and operations.
Perform ad hoc administration duties as required.
Proven experience in Accounts Payable, finance administration, bookkeeping support, or a similar role.
Strong understanding of invoice processing, purchase order matching, work order matching, reconciliations, and approval workflows.
Hands-on experience using Xero, Simpro, EzzyBills, or similar accounting and job management systems.
High attention to detail with strong accuracy in data entry, invoice coding, and financial documentation.
Ability to identify, investigate, and resolve invoice discrepancies independently and efficiently.
Strong organisational and time management skills with the ability to manage multiple tasks and meet deadlines in a fast-paced environment.
Excellent written and verbal communication skills with the ability to liaise professionally with suppliers, contractors, customers, and internal teams.
Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
Ability to work both independently and collaboratively within a team environment.
Experience in the HVAC, construction, trades, engineering, or service-based industry is highly regarded.
Familiarity with OCR invoice automation systems, workflow approvals, and job costing processes is advantageous.
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