Position Summary
The Accounts Payable Officer is responsible for the accurate and timely processing of supplier, subcontractor, and employee-related transactions. The role maintains a reliable accounts payable ledger, prepares the weekly payment run, supports month-end close, and works with operational teams to resolve issues with invoices, purchase orders, and approvals.
Job Details
Work-from-home
Monday to Friday, 8:00 AM – 5:00 PM AEST
Following Australian Holidays
Key responsibilities
- Invoice processing and coding
- Receive, review and process supplier and subcontractor invoices, credit notes and adjustments across all assigned HL Group entities.
- Validate entity, supplier details, ABN and GST treatment, invoice arithmetic, project or cost code, purchase order and required approval before posting.
- Identify duplicate invoices, incorrect charges, missing documentation and other exceptions before payment.
- Match invoices to purchase orders, delivery records, hire dockets, subcontract claims or other supporting documents where applicable.
- 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 request 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, insurance or licence requirements where relevant to payment.
- Monitor credit terms and help maintain constructive supplier relationships without bypassing HL's 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 HL 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.
Qualifications
- 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.
Nice-to-Have
- Knowledge of Australian Business Numbers (ABN)
