Job Description

INVOICE ADMINISTRATOR Optimal Recruitment Melbourne, VIC, AU

n

n
- Accounting
n
- Administration
n
- Melbourne
n
- Permanent / Full Time
n

n

2/9/2026

n

n
- Permanent full-time Position
n
- Parking on Site
n
- Based in Braeside, Vic, 3195
n
- Salary $80-$85k +
n

n

Our client's HVAC service team is seeking a highly organised and detail-focused Invoice Administrator to join their Braeside office.

n

The successful candidate will be reporting to the Service Manager and working within a close-knit team of three, this role is responsible for ensuring the accurate and timely processing of service invoices, purchase orders, timesheets and job records.

n

This is an excellent opportunity for an experienced administration professional who enjoys working in a fast-paced environment and takes pride in accuracy, efficiency and customer service.

n

Key Responsibilities

n

n
- Process and reconcile 50-100 service invoices and purchase orders per day.
n
- Prepare invoices for completed service jobs, including labour, materials and associated costs.
n
- Raise, update and reconcile purchase orders within the Pronto ERP system.
n
- Review and reconcile technician timesheets to support accurate billing and payroll processes.
n
- Maintain accurate customer, job and service records.
n




- Investigate and resolve invoice discrepancies and account queries.
n
- Liaise with customers, suppliers and internal stakeholders to ensure timely processing of documentation.
n
- Assist with reporting, data entry, filing and general administration duties.
n

n

Skills & Experience

n

n
- Previous experience in invoicing, accounts administration, service administration or a similar role.
n
- Strong attention to detail with excellent data entry accuracy.
n
- Experience processing high volumes of invoices and purchase orders.
n
- Intermediate to advanced Microsoft Excel skills, including VLOOKUPs and Pivot Tables.
n
- Strong organisational skills with the ability to manage competing priorities and deadlines.
n
- Confident communicator with the ability to work effectively with customers, suppliers and internal teams.
n
- Experience using ERP or job management systems, preferably Pronto.
n
- A proactive and team-focused approach with a willingness to support colleagues.
n

n

What's on Offer

n

n
- Salary package of $80,000 - $85,000 + Super.
n
- Stable, long-term opportunity within a growing HVAC business.
n
- Supportive team environment with direct access to management.
n
- Contemporary office located at inBraeside.
n
- Variety and autonomy in a busy and essential support role.
n

📌 Invoice Administrator (Victoria)
🏢 Optimal Recruitment Australia
📍 Victoria