Hybrid AP Specialist: Debit Notes & Process Optimisation

Stuart Alexander & Co; Sydney; Hybrid; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work

Pyrmont location near cafes/harbour

Career development opportunities

Team events & training sessions

Job summary

Stuart Alexander & Co in Sydney, Australia seeks an experienced Accounts Payable Specialist to oversee the end-to-end AP process, including processing invoices, coding, approvals and payments. The role emphasizes embedding the Provenio system, handling debit notes, reconciliations, and discrepancies with suppliers and internal teams.

The ideal candidate will own the AP function, work autonomously, and contribute to improving processes and data accuracy while ensuring timely, controlled payments

Qualifications

• Solid experience in accounts payable, ideally in a mid-level or senior AP role.
• Strong understanding of the end-to-end accounts payable process, including invoice processing, reconciliations and payment runs.
• Demonstrated experience managing debit notes, supplier deductions, claims and complex account discrepancies.
• Strong attention to detail and a practical, solutions-focused approach to problem-solving.
• Clear communication skills and the confidence to follow up with suppliers and internal stakeholders.

Responsibilities

• Manage the end-to-end accounts payable process, including invoice processing, coding, approvals, payment preparation (including foreign currency payments) and supplier account maintenance.
• Prepare, process, track and reconcile debit notes, ensuring deductions and claims are accurately recorded, supported and followed up.
• Investigate discrepancies, resolve outstanding items and liaise with suppliers and internal teams to ensure issues are closed out.
• Act as a key point of contact for supplier queries, invoice discrepancies, outstanding balances and payment enquiries, building effective working relationships and ensuring timely resolution.
• Help embed our recently implemented finance system into everyday AP operations, troubleshoot issues, improve data accuracy and identify opportunities to streamline workflows.
• Complete supplier reconciliations, review outstanding invoices and debit notes, and support month-end reporting and accruals.
• Partner with colleagues across Finance and the wider business to resolve issues, improve processes and ensure a smooth accounts payable cycle.
• Monitor outstanding items, maintain clear records and provide visibility of unresolved discrepancies, supplier balances and debit note status.
• Management of Credit card reconciliations / settlements

Skills

Accounts payable

Invoice processing

Reconciliations

Debit notes

Vendor management

Attention to detail

Tools

Provenio

Job description

Stuart Alexander & Co in Sydney, Australia seeks an experienced Accounts Payable Specialist to oversee the end-to-end AP process, including processing invoices, coding, approvals and payments. The role emphasizes embedding the Provenio system, handling debit notes, reconciliations, and discrepancies with suppliers and internal teams.

The ideal candidate will own the AP function, work autonomously, and contribute to improving processes and data accuracy while ensuring timely, controlled payments