Finance Officer

Electro Optic Systems; Canberra; On-site; AUD 60,000 - 90,000; Full time

Job summary

Electro Optic Systems is seeking an Accounts Payable professional to join our Canberra finance team. You will be responsible for processing supplier invoices, validating against POs and receipts, coding to GL accounts, and ensuring compliance with company policies and tax requirements.

In addition to invoice processing, you will support PO administration, supplier data governance, payment runs, and employee expense reimbursements across multiple currencies.

Qualifications

• 2–3 years experience in Accounts Payable in a medium/large organisation.
• Experience processing high-volume transactions and ensuring accuracy.
• Strong understanding of procure-to-pay processes and controls.

Responsibilities

• Process high volumes of supplier invoices accurately and within service levels.
• Validate invoices against purchase orders, contracts, receipts and approval workflows.
• Ensure correct coding of invoices to GL accounts, cost centres, projects and business units.
• Review invoices for compliance with company policy, delegation of authority requirements and local tax regulations.
• Resolve invoice to PO 3-way match discrepancies and exceptions.
• Investigate and resolve matching discrepancies with procurement teams, budget holders, receiving departments, and suppliers.
• Contribute to maintenance of internal controls to mitigate risks.
• Support administration of purchase orders within the ERP system.
• Flag discrepancies in price or quantity between PO and invoice to facilitate resolution.
• Maintain supplier master data and verify banking details.
• Process payment runs and monitor payment status across currencies and jurisdictions.
• Review employee expense claims and ensure policy compliance.
• Assist with month-end close procedures and reconciling aged creditors.
• Assist in corporate credit card program administration across countries.

Skills

High attention to detail

Organisational skills

Communication skills

Teamwork

Problem solving

Integrity

Tools

ERP systems

OCR technology

Invoice/workflow systems

Job description

We continually strive to help our workforce achieve their professional and personal goals, engaging them in challenging and inspiring projects.

Key Responsibilities

Invoice Processing

• Process high volumes of supplier invoices accurately and within agreed service levels.
• Validate invoices against purchase orders, contracts, receipts and approval workflows.
• Ensure correct coding of invoices to general ledger accounts, cost centres, projects and business units.
• Review invoices for compliance with company policy, delegation of authority requirements and local tax regulations.
• Resolve invoice to PO 3-way match discrepancies and exceptions in a timely manner.
• Investigate and resolve matching discrepancies by liaising with procurement teams, budget holders, receiving departments, and suppliers.
• Contribute to the maintenance of strong internal controls to mitigate financial and operational risks.

Purchase Order Administration Support

• Support the administration and maintenance of purchase orders within the ERP system.
• Compare supplier invoices against the purchase order and the goods receipt to verify quantities, pricing, and terms before processing invoice.
• Flag discrepancies in price or item quantities between the PO and the invoice to the purchasing team to facilitate prompt resolution.
• Ensure purchase orders are raised in accordance with procurement policies and delegated approval limits.

Supplier Management

• Maintain supplier master data, ensuring appropriate governance and controls are followed.
• Verify supplier banking details and supporting documentation in accordance with fraud prevention procedures.
• Respond to supplier enquiries professionally and promptly.
• Reconcile supplier statements and investigate outstanding items.
• Build and maintain positive supplier relationships to support efficient business operations.

Payment Processing

• Prepare and process payment runs in accordance with approved payment schedules.
• Monitor payment status and resolve payment rejections or exceptions.
• Ensure payments comply with internal controls, approval authorities and banking protocols.
• Support international payment processing across multiple currencies and jurisdictions.

Employee Expense Reimbursements

• Review, verify and process employee expense claims in accordance with company policies and approval requirements.
• Ensure supporting documentation is complete, accurate and compliant with tax and audit requirements.
• Validate expense coding and allocation to the appropriate cost centres, projects and general ledger accounts.
• Process employee reimbursement payments within agreed service level timeframes.
• Review expense claims for compliance with travel, entertainment and expense policies.
• Investigate and resolve employee reimbursement queries and exceptions.
• Support employees and managers with guidance on expense submission requirements and policy compliance.

Month-End Activities

• Assist with month-end close procedures and reporting requirements.
• Accrue invoices received after month-end where necessary.
• Investigate and resolve aged creditor balances and unreconciled items.

Corporate Credit Card Administration

• Assist in the administration of the corporate credit card program across multiple countries and business entities.
• Process credit card expenses and reimbursements, manage receipts and undertake reconciliations.

Essential

Qualifications and Experience

• Minimum 2–3 years' experience in Accounts Payable within a medium to large organisation.
• Experience processing high-volume transactions.
• Strong understanding of procure-to-pay processes and controls.

Desirable

• Experience in a multinational or global organisation.
• Knowledge of GST and VAT requirements.
• Experience with ERP systems.
• Exposure to process automation, OCR and invoice workflow systems.
• Experience managing corporate credit card and employee expense management programs.

Personal Attributes

• High attention to detail and accuracy.
• Strong organisational and time management skills.
• Customer-focused and service-oriented mindset.
• Strong written and verbal communication skills.
• Ability to prioritise competing deadlines in a fast-paced environment.
• Team-oriented with a collaborative approach.
• Continuous improvement mindset.
• Integrity and commitment to confidentiality.