INVOICE ADMINISTRATOR Optimal Recruitment Melbourne, VIC, AU
Accounting
Administration
Melbourne
Permanent / Full Time
2/9/2026
Permanent full-time Position
Parking on Site
Based in Braeside, Vic, ****
Salary $80-$85k +
Our client's HVAC service team is seeking a highly organised and detail-focused Invoice Administrator to join their Braeside office.
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.
This is an excellent opportunity for an experienced administration professional who enjoys working in a fast-paced workplace and takes pride in accuracy, efficiency and customer service.
Key Responsibilities
Process and reconcile ****** service invoices and purchase orders per day.
Prepare invoices for completed service jobs, including labour, materials and associated costs.
Raise, update and reconcile purchase orders within the Pronto ERP system.
Review and reconcile technician timesheets to support accurate billing and payroll processes.
Maintain accurate customer, job and service records.
Investigate and resolve invoice discrepancies and account queries.




Liaise with customers, suppliers and internal stakeholders to ensure timely processing of documentation.
Assist with reporting, data entry, filing and general administration duties.
Skills & Experience
Previous experience in invoicing, accounts administration, service administration or a similar role.
Strong attention to detail with excellent data entry accuracy.
Experience processing high volumes of invoices and purchase orders.
Intermediate to advanced Microsoft Excel skills, including VLOOKUPs and Pivot Tables.
Strong organisational skills with the ability to manage competing priorities and deadlines.
Confident communicator with the ability to work effectively with customers, suppliers and internal teams.
Experience using ERP or job management systems, preferably Pronto.
A proactive and team-focused approach with a willingness to support colleagues.
What's on Offer
Salary package of $80,000 - $85,000 + Super.
Stable, long-term opportunity within a growing HVAC business.
Supportive team environment with direct access to management.
Modern office located at inBraeside.
Variety and autonomy in a busy and essential support role.
#J-*****-Ljbffr

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