Accounts Operations Coordinator

Aptus Plumbing & Gas; City of Brisbane; On-site; AUD 65,000 - 90,000; Full time

Job summary

Aptus Plumbing & Gas is seeking a hands-on Accounts Coordinator in Brisbane to drive end-to-end invoicing, AR management and subcontractor accounts. You will work closely with the Office Manager and Operations to implement AI-assisted invoicing workflows and continuously improve processes for accuracy and timeliness.

You will receive structured onboarding and training to become proficient with our AI-driven tools, while taking ownership of client queries and maintaining precise records across

Qualifications

• Experience with invoicing and accounts receivable.
• Experience with Xero and job management software; Ascora preferred.
• Excellent attention to detail and organisational skills.
• Strong written and verbal communication.
• Ability to manage competing priorities to completion.

Responsibilities

• Manage end-to-end invoicing workflow from job completion to invoice issue.
• Prepare and process invoices as part of the workflow.
• Review job notes, purchase orders and docs for invoice accuracy.
• Oversee AI-assisted invoicing workflow and ensure correct allocation.
• Follow up on high-value, aged, and urgent invoices.
• Manage accounts receivable and debtor ageing.
• Resolve invoice queries and disputes with Operations and tradespeople.
• Manage subcontractor accounts administration and relationships.

Skills

Invoicing

Accounts receivable

Attention to detail

Communication

Time management

Problem-solving

Tools

Xero

Ascora

SharePoint

Job description

This is a hands-on coordination role at the centre of our accounts function, combining accounts administration, workflow management, subcontractor management, client relationships and process improvement. You will prepare invoices yourself, run our AI-assisted invoicing workflow, take ownership of accounts receivable and manage subcontractor accounts, working closely with the Office Manager and our Operations team. We are investing in AI and automation, and you will have a real say in how our processes improve. You will receive structured, hands-on training during your onboarding period so you are set up for success from day one.

Key responsibilities

Manage the end-to-end invoicing workflow, from job completion through to invoice issue.

Prepare and process invoices yourself as part of the normal workflow.

Review job notes, purchase orders and supporting documentation to ensure invoice accuracy.

Manage our AI-assisted invoicing workflow (SharePoint-based), ensuring jobs are correctly allocated, categorised and progressed, and acting as the human check on AI-prepared invoices.

Actively follow up jobs that cannot be invoiced due to missing information, prioritising high-value, aged and urgent invoices.

Take operational ownership of accounts receivable, monitoring outstanding accounts and debtor ageing.

Ensure overdue accounts are followed up within agreed timeframes, with accurate records of collection activity.

Act as a senior point of contact for accounts and invoicing enquiries.

Investigate and resolve invoice queries and disputes, coordinating information from Operations, Scheduling and tradespeople.

Manage subcontractor accounts administration, records and relationships.

About you

Strong invoicing and accounts receivable experience.

Experience with Xero and job management software. Ascora experience would be highly regarded.

Excellent attention to detail and organisational skills.

Strong written and verbal communication.

Confidence managing client account and invoice enquiries.

Ability to manage competing priorities and follow matters through to completion.

Ability to work with Operations, Scheduling and tradespeople to get the information you need.

Strong problem-solving and commercial awareness.

Confidence using technology, AI-assisted processes and new systems.

A proactive approach to identifying and improving inefficient processes.

About us

Since 2013, Aptus Plumbing & Gas has grown into an established plumbing and gas business with a team of around 40 people across South East Queensland. We have built long-standing relationships with our clients and property management partners, some of whom have worked with us for over a decade, on a simple idea: leave people better than we found them.