Accounts Payable & Administration

HIX Group; Penrith City Council; On-site; AUD 60,000 - 85,000; Full time

Job summary

HIX Group is seeking an Accounts Payable & Administration Officer to ensure accurate supplier invoice processing, timely payments, and strong financial administration. The role supports records management, supplier liaison, and office coordination within a busy team.

You will handle invoicing, payments, reconciliations, and provide administrative support to internal stakeholders, contributing to month-end activities and accurate reporting.

Qualifications

• Minimum 2 years' experience in Accounts Payable or finance administration.
• Experience processing high volumes of invoices and subcontractor receipts.
• Experience using accounting software (SimPro, Xero, MYOB) is essential.

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.

Skills

Attention to detail

Organisational skills

Communication skills

Independent worker

Problem solving

Education

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

Tools

SimPro

Xero

MYOB

Uptick

Job description

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

• 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 new employees.
• Maintain company records and ensure document control compliance.
• Support company events, training sessions, and business initiatives.

Key Objectives

• 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.

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.
• 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.

Experience

• Using Simpro, Xero, MYOB, Uptick, or similar ERP/accounting systems.
• Experience within plumbing, electrical, civil, or service-based industries.