Job Description
INVOICE ADMINISTRATOR Optimal Recruitment Melbourne, VIC, AU
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Accounting
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Administration
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Melbourne
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Permanent / Full Time
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2/9/2026
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Permanent full-time Position
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Parking on Site
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Based in Braeside, Vic, ****
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Salary $80-$85k +
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Our client's HVAC service team is seeking a highly organised and detail-focused Invoice Administrator to join their Braeside office.
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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.
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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.
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Key Responsibilities
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Process and reconcile ****** service invoices and purchase orders per day.
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Prepare invoices for completed service jobs, including labour, materials and associated costs.
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Raise, update and reconcile purchase orders within the Pronto ERP system.
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Review and reconcile technician timesheets to support accurate billing and payroll processes.
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Maintain accurate customer, job and service records.
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Investigate and resolve invoice discrepancies and account queries.
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Liaise with customers, suppliers and internal stakeholders to ensure timely processing of documentation.
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Assist with reporting, data entry, filing and general administration duties.
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Skills & Experience
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Previous experience in invoicing, accounts administration, service administration or a similar role.
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Strong attention to detail with excellent data entry accuracy.
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Experience processing high volumes of invoices and purchase orders.
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Intermediate to advanced Microsoft Excel skills, including VLOOKUPs and Pivot Tables.
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Strong organisational skills with the ability to manage competing priorities and deadlines.
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Confident communicator with the ability to work effectively with customers, suppliers and internal teams.
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Experience using ERP or job management systems, preferably Pronto.
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A proactive and team-focused approach with a willingness to support colleagues.
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What's on Offer
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Salary package of $80,000 - $85,000 + Super.
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Stable, long-term opportunity within a growing HVAC business.
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Supportive team environment with direct access to management.
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Up-to-date office located at inBraeside.
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Variety and autonomy in a busy and essential support role.
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📌 Invoice Administrator (Victoria)
🏢 Optimal Recruitment Australia
📍 Victoria