Billing Administrator

Vinova; Sydney; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Company shares offered

Lunches paid

Job summary

Vinova is partnering with an established international business to recruit a Billing Administrator for its Sydney-based team. You will focus on legal billing, processing invoices, raising purchase orders, and completing service entry sheets while coordinating monthly accruals.

You’ll liaise with outside counsel, vendors and internal teams to resolve issues, ensure accurate records, and support SAP processes. Strong attention to detail is essential.

Qualifications

• 2–5 years’ experience in an administrative or team-support role.
• Experience in legal, professional services, accounts payable or similar.
• Some exposure to billing, invoice processing or purchase-to-pay processes.
• SAP or other ERP experience would be advantageous.
• Strong attention to detail and confidence investigating discrepancies.
• Excellent organisational and time-management skills.
• Ability to manage competing priorities and changing deadlines.
• Strong written and verbal communication skills.
• Solid Microsoft Excel skills.
• Work closely with an in-house Legal team.

Responsibilities

• Process invoices from outside counsel and other legal vendors.
• Accurately code invoices to the correct legal entity, cost centre and general ledger account.
• Create and manage purchase orders for legal matters and vendor engagements.
• Complete service entry sheets and support timely vendor payments.
• Match invoices against purchase orders and resolve discrepancies. Monitor open purchase orders and follow up on outstanding items.
• Liaise with Accounts Payable, internal stakeholders and vendors regarding invoice queries.
• Coordinate monthly legal accrual requests.
• Maintain accurate, complete and audit-ready billing records.
• Support improvements to legal billing and SAP processes.
• Provide diary, correspondence, filing and document-management support.
• Coordinate meetings, travel, expenses and documents for signature.
• Assist with onboarding, team events and other administrative projects.

Skills

Administrative experience

Team support

Billing knowledge

Invoice processing

Discrepancy investigation

Excel proficiency

Written communication

Verbal communication

Attention to detail

In-house legal collaboration

Tools

SAP

ERP systems

Job description

Vinova are partnering with an established international business to recruit a Billing Administrator for its Sydney-based team.

The role will focus predominantly on legal billing, including processing invoices, raising purchase orders, completing service entry sheets and coordinating monthly accruals. You’ll also provide general administrative support across document management, diaries, meetings, expenses and team activities.

You’ll work across multiple internal teams and liaise with outside counsel and other vendors to resolve billing issues and ensure records remain accurate and audit-ready.

Duties

• Process invoices from outside counsel and other legal vendors
• Accurately code invoices to the correct legal entity, cost centre and general ledger account
• Create and manage purchase orders for legal matters and vendor engagements
• Complete service entry sheets and support timely vendor payments
• Match invoices against purchase orders and resolve discrepanciesMonitor open purchase orders and follow up on outstanding items
• Liaise with Accounts Payable, internal stakeholders and vendors regarding invoice queries
• Coordinate monthly legal accrual requests
• Maintain accurate, complete and audit-ready billing records
• Support improvements to legal billing and SAP processes
• Provide diary, correspondence, filing and document-management support
• Coordinate meetings, travel, expenses and documents for signature
• Assist with onboarding, team events and other administrative projects

Skills & Experience

• 2–5 years’ experience in an administrative or team-support role
• Previous experience within legal, professional services, accounts payable or a similar environment
• Some exposure to billing, invoice processing or purchase-to-pay processes
• SAP or other ERP system experience would be advantageous but is not essential
• Strong attention to detail and confidence investigating discrepancies
• Excellent organisational and time-management skills
• Ability to manage competing priorities and changing deadlines
• Strong written and verbal communication skills
• Solid Microsoft Excel skills
• Work closely with an experienced in-house Legal team
• Gain exposure to legal billing, SAP and wider business operations
• Develop valuable experience across legal administration and financial processes
• Varied role combining billing responsibilities with broader team support
• Collaborative and fast-paced working environment
• Company shares offered and lunches paid for

Company & Culture

Our client is an established international organisation with a growing team in Australia.

The environment is collaborative, professional and fast-moving, with a strong emphasis on accuracy, ownership and continuous improvement. You’ll be trusted to manage important legal billing processes while becoming a key source of administrative support for the wider team.

This position would suit someone who is proactive, highly organised and comfortable taking ownership of detailed tasks while building effective relationships across the business.