Accounts Payable Specialist – Mid-Level
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Job Description
Accounts Payable Specialist managing invoice processing, reconciliations, and weekly payment runs for HL Group entities. Supporting GST compliance, month-end close, supplier queries, and finance controls remotely.
Responsibilities:
- 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
- Allocate costs between projects, departments, assets, inventory and overhead accounts
- Monitor approval workflows and follow up outstanding approvals for the weekly Tuesday payment run
- Prepare payment proposals by entity and payment method
- Verify bank account changes and escalate suspected fraud or unusual requests
- Provide payment-run reports and supporting records for review and release
- Issue remittance advices and record authorised payments
- Set up and maintain supplier records
- Respond 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 supporting records for subcontractor claims and relevant compliance documents
- Review corporate card and employee expense transactions
- Assist with reconciliation of card accounts and clearing accounts
- Complete accounts payable month-end close tasks, including cut-off reviews and outstanding invoice checks
- Prepare or support accruals for goods and services received but not invoiced
- Reconcile accounts payable ageing and supplier balances to the general ledger
- Support intercompany allocations, audit requests, cash-flow forecasting and management reporting
- Maintain organised electronic records for audit trails, tax compliance and document retention
- Follow segregation-of-duties, delegated-authority, payment-security, privacy and recordkeeping requirements
- Identify recurring invoice or workflow issues and recommend process improvements
- Maintain procedure notes and provide coverage or training support to finance team members
- 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
- Knowledge of Australian Business Numbers (ABN) is nice-to-have
Benefits:
- Work-from-home
- Monday to Friday, 8:00 AM – 5:00 PM AEST
- Following Australian Holidays
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