Billing Administrator

AE Smith; City of Melbourne; On-site; AUD 60,000 - 85,000; Full time

Benefits offered by this job

Flexible working conditions

Major Australian assets & Tier 1 focus

Career progression

Zero Harm culture

Wellbeing programs

Job summary

AE Smith in Hawthorn East, Melbourne, is seeking a Billing Administrator to join our Operational Support team. You will manage service, maintenance, reactive and quoted-work billing with accuracy and timeliness, ensuring compliance with contracts and deadlines.

You will work across service, finance and operations to resolve issues, maintain billing momentum and support monthly targets, cash flow and margin performance while upholding compliance and quality.

Qualifications

• At least five years’ experience in billing or finance administration.
• Experience in a high-volume, fast-paced role with firm deadlines.
• Strong attention to detail and accuracy.
• Understanding of revenue, costs, margins, GST and aged debt.
• Ability to interpret contracts and work-order information.
• Experience using an ERP/financial management system, SAP preferred.
• Proficient in Excel and Microsoft Office.

Responsibilities

• Process service, maintenance, reactive and quoted-work billing accurately and on time.
• Manage high-volume billing with attention to detail and quality.
• Monitor billing volumes and contribute to monthly financial/operational targets.
• Review work orders, technician inputs and documents to meet billing requirements.
• Ensure invoices comply with contracts, rates and client portals.
• Identify and resolve missing information and pricing discrepancies delaying billing.
• Apply revenue, cost, margin, GST and invoice calculations.
• Collaborate with Service Delivery Managers to prioritise urgent billing.
• Assist with accounts receivable/payable and aging queries.
• Prepare and contribute to financial and operational reporting.
• Build relationships with operational teams, finance, customers, subcontractors and suppliers.
• Support process improvements in billing, procure-to-pay and reporting.

Skills

Billing

Financial Administration

Attention to detail

Time management

Communication

Problem solving

Cross-functional collaboration

Education

Tertiary qualifications in business/finance/accounting/administration

Tools

SAP

Excel

ERP system

Job description

About Us

We are returning to our roots. Since 2023 AE Smith is a privately owned business once more, and its an understatement to say we have gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services and electrical markets, but we have a renewed approach to the way we work and operate. As asset specialists, we understand our #1 asset is our people. We're proud of our team's depth and breadth of experience and with over 600 of us united in our work and our brands, it's unsurprising our average employee tenure is market leading, but we are always keen on adding new faces to our team.

About the role

Based in our Hawthorn East office, we are looking for an experienced Billing Administrator to join our Operational Support team. This role is responsible for ensuring billing and related financial administration is completed accurately, efficiently and in line with contractual requirements and business deadlines.

This is not simply a data-entry position. The successful candidate will understand how their work contributes to regional and functional billing volumes, cash flow, margin performance and broader financial targets. You will work closely with operational managers, service teams, finance and other support functions to resolve issues, maintain billing momentum and help the business achieve its monthly objectives.

The environment is fast-paced, and priorities, processes and information will not always be perfectly defined. We are looking for someone who is resilient, adaptable and comfortable working through changing requirements and a reasonable level of ambiguity. You will need to use initiative, ask the right questions and keep work moving without compromising accuracy or compliance.

Key responsibilities

• Process service, maintenance, reactive and quoted-work billing accurately and within required timeframes.
• Manage a high volume of billing activity while maintaining attention to detail and work quality.
• Monitor individual, regional and functional billing volumes and contribute to the achievement of monthly financial and operational targets.
• Review work orders, technician inputs and supporting documentation to ensure billing requirements have been met.
• Ensure invoices comply with customer contracts, agreed rates, documentation standards and client portal requirements.
• Identify and resolve missing information, pricing discrepancies, rejected claims and other issues that may delay billing.
• Apply basic financial and commercial principles, including revenue, cost, margin, GST and invoice calculations.
• Work with Service Delivery Managers to prioritise urgent billing and address operational or commercial queries.
• Assist with accounts receivable, accounts payable, finance queries and aged-debt resolution where required.
• Prepare and contribute to financial and operational reporting.
• Build effective working relationships with operational teams, finance, customers, subcontractors and suppliers.
• Support improvements to billing, procure-to-pay and reporting processes.
• Maintain compliance with company policies, contractual requirements and reporting deadlines.

About you

You will suit this role if you take ownership of your work and are motivated by producing accurate, timely outcomes. You understand that successful billing is measured not only by the quality of individual invoices, but also by the team’s ability to meet volume, revenue and cash‑flow targets.

You are comfortable working in an environment where priorities can change quickly and where resolving an issue may require investigation, judgement and follow‑up across several teams. You remain calm under pressure, recover quickly from setbacks and can adapt your approach as business and customer requirements evolve.

You are likely to have:

• At least five years’ experience in billing, service contract administration, finance administration or a similar operational environment.
• Experience working in a high-volume, fast‑paced role with competing priorities and firm deadlines.
• Strong attention to detail and a demonstrated commitment to accuracy.
• A practical understanding of basic finance and accounting concepts, including revenue, costs, margins, GST and aged debt.
• The ability to interpret contracts, agreed rates, work‑order information and supporting documentation.
• Experience using an ERP or financial management system, with SAP experience highly regarded.
• Strong Excel and general Microsoft Office skills.
• Sound analytical and problem‑solving ability.
• The confidence to investigate discrepancies, follow up missing information and escalate issues appropriately.
• Strong time‑management, prioritisation and organisational skills.
• Clear written and verbal communication skills.
• The ability to work independently while collaborating effectively across operational and finance teams.
• A resilient, adaptable and solutions‑focused approach.
• Professional accountability for the quality, accuracy and timeliness of your work.

What would make you stand out

Experience in any of the following would be highly regarded:

• Billing within HVAC, electrical, facilities management, asset services or another technical service environment.
• Service, maintenance, reactive‑work or project billing.
• SAP S4/HANA or a comparable financial ERP platform.
• Customer work‑management or invoicing portals.
• Contract administration and interpreting customer‑specific billing requirements.
• Accounts receivable, accounts payable or aged‑debt resolution.
• Purchase orders, goods receipting and procure‑to‑pay processes.
• Operational or financial reporting across multiple regions or business functions.
• Supporting process improvements in a changing or transitional operating environment.
• Relevant tertiary qualifications in business, finance, accounting or administration.

What's in It for You?

• Progression - You may have spent a few years looking up at your management wondering where you are going to go, or where you might fit…we can offer that progression.
• Exciting Projects - Work on major Australian assets & Tier 1 clients.
• Sustainability Focus - Contribute to a future‑ready, energy‑efficient built environment.
• Flexible working conditions that works for youas we know flexibility means different things to different people. AE Smith can accommodate your needs.
• Establish and progress your career in a large Australian‑owned and operated national business.
• GENUINELY strong culture
• We are run by experts from the industry - we understand the pressure you face in your role which is part of our strong culture
• Career progressionreinforced by our pipeline of work means you'll have the opportunity to work on iconic projects and grow with the company.
• Zero Harm is embedded in team culture and is fundamental to the company's future success. We believe that the physical and mental well‑being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family's healthy lifestyle.