Accounts Assistant- Accounts Payable & Finance Operations

Petroleum Logistics Limited; Wellington; On-site; NZD 60,000 - 75,000; Full time

Job summary

Petroleum Logistics Limited in Wellington is seeking an Accounts Assistant to contribute to Accounts Payable and Finance Operations during the GOFuel transition to Octane. The role focuses on accurate invoice processing, supplier reconciliations and timely payments, while supporting broader financial controls.

You will manage vendor data, handle inquiries, assist with month-end activities, and provide cross-functional support for fuel card administration, receivables, and travel arrangements.

Qualifications

• Experience in accounts payable, accounts administration or a similar finance support role.
• Good understanding of invoice processing, supplier reconciliations, GST and basic accounting controls.
• Competence with Microsoft Excel and accounting/ERP systems; willingness to learn Octane.
• Accuracy, organisation and ability to manage transaction volumes and deadlines.
• Professional, confident communication with suppliers, customers and colleagues.
• Sound judgement, discretion and commitment to confidentiality and financial controls.
• Adaptability, collaborative approach, initiative and willingness to learn new processes.
• Customer service, receivables or debt collection experience desirable; fuel or transport industry experience advantageous.

Responsibilities

• Process supplier invoices accurately and promptly, matching invoices to purchase orders, contracts, delivery dockets and relevant supporting documentation.
• Apply correct general ledger, cost centre, project/job and GST coding; identify and resolve discrepancies.
• Maintain the accounts inbox, respond to supplier queries, follow up outstanding approvals and maintain accurate supplier records.
• Reconcile supplier statements and accounts, investigate unmatched items and support timely resolution of discrepancies.
• Prepare and support scheduled supplier payment runs and other authorised payments in accordance with approval and banking controls.
• Assist with month-end AP reconciliations, accruals, aged payable reporting and audit support.
• Maintain the integrity of the vendor database by conducting due diligence, validating supporting information, and creating new vendor accounts as required.
• Provide support to Fuel Card Administrator during leave, high workloads and other operational requirements.
• Review and analyse commercial contracts such as leases and licences.
• Coordinate and manage business travel bookings, including flights, accommodation, rental vehicles, and related travel arrangements, while ensuring bookings are cost-effective and aligned with company travel policies.

Skills

Accounts payable

Invoice processing

Supplier reconciliations

GST coding

Microsoft Excel

Tools

Octane

Job description

Accounts Assistant- Accounts Payable & Finance Operations

The Accounts Assistant is responsible primarily for accurate, timely supplier invoice processing and accounts payable administration, while providing flexible operational support across Fuel Card Administration, Accounts Receivable and Credit Control. The role supports business continuity through cross-training, shared workload management and effective financial controls as GOFuel transitions to and operates within Octane.

Key responsibilities

Process supplier invoices accurately and promptly, matching invoices to purchase orders, contracts, delivery dockets and relevant supporting documentation.

Apply correct general ledger, cost centre, project/job and GST coding; identify and resolve discrepancies.

Maintain the accounts inbox, respond to supplier queries, follow up outstanding approvals and maintain accurate supplier records.

Reconcile supplier statements and accounts, investigate unmatched items and support timely resolution of discrepancies.

Prepare and support scheduled supplier payment runs and other authorised payments in accordance with approval and banking controls.

Assist with month-end AP reconciliations, accruals, aged payable reporting and audit support.

Maintain the integrity of the vendor database by conducting due diligence, validating supporting information, and creating new vendor accounts as required.

Provide support to Fuel Card Administrator during leave, high workloads and other operational requirements.

Review and analyse commercial contracts such as leases and licences.

Coordinate and manage business travel bookings, including flights, accommodation, rental vehicles, and related travel arrangements, while ensuring bookings are cost-effective and aligned with company travel policies.

About you

Experience in accounts payable, accounts administration or a similar finance support role.

Good understanding of invoice processing, supplier reconciliations, GST and basic accounting controls.

Competence with Microsoft Excel and accounting/ERP systems; willingness to learn Octane.

Accuracy, organisation and ability to manage transaction volumes and deadlines.

Professional, confident communication with suppliers, customers and colleagues.

Sound judgement, discretion and commitment to confidentiality and financial controls.

Adaptability, collaborative approach, initiative and willingness to learn new processes.

Customer service, receivables or debt collection experience desirable; fuel or transport industry experience advantageous.