About the Role

HDS is a national temperature-controlled logistics business, growing quickly and we are building out our finance function to match.

Reporting to the Financial Controller, this role sits at the centre of contractor and client billing: preparing accurate contractor RCTIs, issuing accurate client invoices, and resolving the queries that come back on both. It is not just an invoice processing role. It will suit a strong accounts payable or billing officer, because the core skills are the same: understanding an agreement, working out whether a charge is correct, and following up anything that does not reconcile.

A Senior Accountant and the Financial Controller hold the technical accounting. Your focus is the transactional detail, and finding problems before they reach the accounts.

Scale and Cadence

We operate 24 hours a day, seven days a week, 52 weeks a year. The role runs on a weekly cycle of around 200 contractor RCTIs and 300 or more client invoices, with a period close to support every four weeks across 13 financial periods a year.

What You'll Be Doing

Contractor Billing and RCTIs

- Prepare weekly contractor RCTIs in the accounting system from approved rate schedules.
- Reconcile contractor charges against contracted rates and terms, the operational volume record, and the related client invoicing.
- Maintain RCTI compliance: a current written agreement, the supplier confirmed as registered for GST, and the invoice issued within 28 days.
- Apply fuel levy adjustments in and out, and on-charge recoverable costs to the relevant client.

Client Billing
- Prepare and issue weekly client invoicing, automated and manual, from approved rate schedules, resolving data issues as they arise.




- Reconcile client invoicing to the operational volume record and investigate anything unbilled or incorrectly billed.
- Escalate discrepancies requiring a credit or rate adjustment to the Financial Controller.
- Prepare and maintain client performance reports.

Queries and Investigation
- Manage the accounts inbox and query register: log what arrives, follow up what is outstanding, and keep it current.
- Resolve contractor and client billing queries promptly and professionally.
- Investigate discrepancies to root cause: what was charged, what the agreement provides for, and what the operational record shows. Work with contractors and with our Commercial and Operations teams to establish the facts.
- Document each issue with the supporting numbers and evidence, refer it to the appropriate approver, and follow through until it is closed.
- Identify and recover credits owed but not received, duplicate charges, unapplied credits and debit balances on the ledger.
- Work with Accounts Payable to onboard contractors and keep their records current, providing contact details and evidence for bank detail verification. Accounts Payable makes the change and holds the compliance check.

Period End, Improvement and Administration
- Support each period close with a listing of unprocessed invoices and accruals for the Senior Accountant, in line with the close timetable.
- Report weekly to the Financial Controller on open queries and any billing item unresolved beyond an agreed age.




- Address the recurring causes of discrepancies rather than resolving the same issue each week and help us automate so operational data flows into billing rather than being re-entered.
- Maintain supplier and contractor master data, and update rate schedules on instruction from the approver, with the signed agreement or variation attached.
- Keep process documentation current.

About You

- Strong accounts payable or billing experience in a high volume, fast paced environment.
- Able to read a service agreement or rate schedule and apply its terms, so you know whether a charge is correct rather than simply processing it.
- Robust reconciliation skills across supplier statements, contracted rates and operational records.
- Solid Excel: lookups, pivots, and reconciling two large data sets to identify differences.
- Clear written and verbal communication, and comfortable contacting an operations manager or a contractor directly.
- Curious and persistent. You want to understand why figures disagree, and you follow an issue through to resolution.
- Organised and methodical, able to manage a number of open queries without losing track of any of them.

Also Valued

- Transport, logistics or a similar operational business.
- A mid-size ERP such as Business Central, NetSuite or Sage. We use Xero today and expect to move within 12 months.
- Examples of billing errors you have identified or credits you have recovered.

Why Join HDS

- A national business growing quickly, with recent private equity investment.
- An expanding finance function with clear roles, defined approvals and genuine support around you.
- Room to grow as the business scales, including the move to a mid-size ERP within 12 months.

📌 Finance Officer - Contractor and Client Billing (Toorak)
🏢 Home Delivery Services
📍 Toorak