Accounts Payable & Shipping Coordinator

Stellar Machinery; Auckland; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Team environment

Professional development

Job summary

Stellar Machinery in Auckland, New Zealand, is seeking an experienced Accounts Payable specialist to own the end-to-end creditor function, including invoice processing, payment runs and supplier reconciliations. You will coordinate international shipping documentation, liaise with freight forwarders and customs brokers, and monitor FX and LC processes to support smooth imports.

This fixed-term maternity cover offers potential for permanency for the right candidate, with a chance to grow within a

Qualifications

• Proven experience in Accounts Payable or creditors roles.
• Strong understanding of creditor management and invoicing processes.
• Experience reconciling supplier statements and processing payment runs.

Responsibilities

• Manage end-to-end accounts payable functions.
• Coordinate international shipments and import documentation.
• Liaise with banks, freight forwarders and brokers on LC and FX matters.
• Maintain accurate financial records and supplier documentation.

Skills

Accounts Payable

Creditors

Excel

Communication

Attention to detail

Relationship building

Tools

MYOB AccountRight

ERP software

Job description

Stellar Machinery is a New Zealand-owned forklift and materials handling company with over 40 years of industry experience. We provide forklift sales, hire, servicing, and parts solutions throughout New Zealand and the Pacific, earning a reputation for reliability, technical expertise, and outstanding customer service.

About Us

Stellar Machinery is a New Zealand-owned forklift and materials handling company with over 40 years of industry experience. We provide forklift sales, hire, servicing, and parts solutions throughout New Zealand and the Pacific, earning a reputation for reliability, technical expertise, and outstanding customer service.

About the Role

This is initially a fixed-term maternity cover position, providing an exciting opportunity to join our team and take ownership of a key role within the business.

While the position is initially offered on a fixed-term basis, there is genuine potential for the role to become permanent or transition into another suitable position within the business for the right person. We are a growing company and would be very interested in retaining a high-performing team member should the opportunity arise.

We are therefore looking for someone who is interested in more than simply a temporary position and who would like the opportunity to establish themselves within a growing New Zealand-owned business.

This is a diverse role that requires exceptional attention to detail, strong organisational skills, and the ability to manage multiple priorities in a fast-paced environment. You will be responsible for the end-to-end accounts payable function while coordinating international shipping and import documentation. Working closely with suppliers, freight forwarders, customs brokers, and internal departments, you'll play an important role in keeping our business running smoothly.

Key Responsibilities

Accounts Payable

• Manage the end-to-end accounts payable function.
• Process supplier invoices accurately and efficiently.
• Match purchase orders, invoices, and delivery documentation.
• Prepare and process weekly and monthly creditor payment runs.
• Reconcile supplier statements and resolve account discrepancies.
• Maintain strong relationships with local and international suppliers.
• Ensure supplier accounts are kept current and accurate.
• Daily bank reconciliation of supplier payments and other debit entries.
• Maintain accurate financial records and supporting documentation.

Shipping & Logistics

• Coordinate international shipments from suppliers through to delivery.
• Arrange freight bookings with shipping companies and freight forwarders.
• Liaise with customs brokers and transport providers to ensure timely clearance of goods.
• Prepare and review shipping documentation, including:
  • Commercial invoices
  • Packing lists
  • Bills of Lading
  • Air Waybills
  • Certificates of Origin
  • Import documentation
• Monitor shipment progress and communicate delivery updates to internal teams.
• Resolve shipping delays and logistics issues as they arise.
• Assist with forecasting incoming stock and expected arrival dates.

Trade Finance & Foreign Exchange Management

• Prepare, arrange, and manage Letters of Credit (LCs) for international purchases, ensuring all documentation complies with banking requirements and supplier terms.
• Liaise with banks, suppliers, and internal stakeholders to coordinate the timely establishment, amendment, and settlement of Letters of Credit.
• Review shipping and trade documentation to ensure compliance with Letter of Credit conditions and minimise the risk of discrepancies or delays.
• Monitor foreign currency exposures and coordinate foreign exchange (FX) transactions in line with company requirements.
• Work closely with management to secure competitive exchange rates and manage FX requirements for international supplier payments.
• Maintain accurate records of FX contracts, settlements, and trade finance transactions.
• Assist with forecasting future foreign currency requirements to support cash flow planning and purchasing decisions.
• Ensure all trade finance and FX activities comply with company policies, internal controls, and banking obligations.

About You

• Proven experience in an Accounts Payable or Creditors role
• Strong understanding of accounting principles and creditor management
• Experience reconciling supplier statements and processing payment runs
• Knowledge of international shipping and import documentation
• Experience coordinating freight and working with freight forwarders or customs brokers
• Excellent organisational and time management skills
• High level of accuracy and attention to detail
• Strong communication and relationship-building skills
• Intermediate to advanced Microsoft Excel skills
• Experience using accounting or ERP software (experience with MYOB AccountRight or similar would be advantageous)

What We Offer

• A competitive salary that reflects your experience and capability.
• A supportive and collaborative team environment.
• A varied role combining finance and international logistics.
• Opportunities to improve systems and contribute to business efficiency.
• Ongoing professional development and training.

Applicants must have the legal right to work in New Zealand.