The Accounts Payable & Administration Officer is responsible for ensuring the accurate and timely processing of supplier invoices, payments, reconciliations, and general administrative functions. The role supports the efficient operation of the business through effective financial administration, record management, supplier liaison, and office coordination.

Key Duties and Responsibilities

· Process supplier invoices accurately and within required timeframes.

· Match purchase orders, invoices, and delivery receipts.

· Prepare and process weekly and monthly payment runs.

· Reconcile supplier statements and resolve account discrepancies.

· Establish and maintain supplier accounts and records.

· Monitor accounts payable inbox and respond to supplier enquiries.

· Ensure all expenditure is coded correctly and approved in accordance with company procedures.

· Assist with month-end and year-end financial reporting requirements.

· Maintain accurate records and digital filing systems for all financial transactions.

· Support the Finance Manager with budgeting, reporting, and ad-hoc finance tasks.

Administration

· Provide general administrative support across multiple departments.

· Answer incoming calls and direct enquiries appropriately.

· Manage incoming and outgoing mail and correspondence.

· Prepare reports, spreadsheets, presentations, and documentation.

· Maintain company databases and document registers.

· Coordinate office supplies, stationery, and equipment.

· Assist with onboarding documentation for recent employees.

· Maintain company records and ensure document control compliance.





· Support company events, training sessions, and business initiatives.

Key Objectives

Financial Accuracy

· Achieve 100% accurate invoice processing and payment allocation.

· Maintain supplier reconciliations without outstanding discrepancies.

· Timely Processing

· Ensure supplier payments are processed within approved trading terms.

· Meet all month-end processing deadlines.

· Administration Efficiency

· Maintain accurate records and filing systems.

· Provide timely administrative support to internal stakeholders.

Stakeholder Service

· Deliver professional and responsive customer service to suppliers, clients, and employees.

· Resolve supplier queries promptly and professionally.

Essential

Experience:

Minimum 2 years' experience in an Accounts Payable, Finance Administration, or administrative role.

Experience processing high volumes of invoices and receipting of sub-contractor's invoices.

Experience using accounting software, Microsoft Office applications and SimPro essential.

Skills:

Strong attention to detail and accuracy.

Excellent organisational and time management skills.

Intermediate Microsoft Excel skills.

Strong verbal and written communication skills.

Ability to work independently and manage competing priorities.

Strong problem-solving and reconciliation skills.

Education:

Certificate III or IV in Business Administration, Accounting, Bookkeeping, or equivalent experience.

Desirable:

Experience:

Using Simpro, Xero, MYOB, Uptick, or similar ERP/accounting systems.

Experience within plumbing, electrical, civil, or service-based industries.

📌 Accounts Payable & Administration (Penrith)
🏢 Hix Group
📍 Penrith