We are seeking a detail-oriented and organized Accounts Payable Specialist to support financial operations for a business in Sydney, New South Wales, Australia. This position is suitable for a professional with experience in invoice processing, supplier account management, payment administration, financial recordkeeping, and accounts payable systems.
The successful candidate will help maintain accurate financial records, ensure supplier invoices are processed efficiently, and support timely payments in accordance with company policies and agreed payment terms. The role involves working closely with finance teams, procurement departments, suppliers, and internal stakeholders to resolve discrepancies, maintain reliable documentation, and contribute to smooth day-to-day financial operations.
As organizations increasingly adopt digital finance systems and automated accounting workflows, the role may also involve using accounting software, enterprise resource planning platforms, electronic invoice processing tools, and reporting applications. Candidates who are comfortable working with technology and improving administrative processes will be well suited to this opportunity.
The ideal applicant will demonstrate strong attention to detail, numerical accuracy, professional communication, and the ability to manage competing deadlines. Previous experience in accounts payable, accounts administration, finance operations, or transactional accounting would be advantageous.
Key Responsibilities
Invoice Processing and Payment Administration
Receive, review, verify, and process supplier invoices in accordance with established financial procedures.
Check invoices against purchase orders, delivery records, contracts, and supporting documentation where applicable.
Confirm invoice details, including supplier information, invoice numbers, payment terms, tax calculations, and account codes.
Enter invoice data accurately into the organization's accounting software or enterprise resource planning system.
Identify duplicate invoices, incorrect charges, missing documentation, and inconsistencies before processing payments.
Coordinate invoice approvals with relevant departments and authorized budget holders.
Prepare supplier payment runs and support electronic transfers in accordance with approved payment schedules.
Monitor outstanding invoices and help ensure payments are made within agreed terms.
Maintain organized digital records of invoices, credit notes, payment confirmations, and supplier correspondence.
Assist with employee expense claims and other accounts administration tasks when required.
Supplier Relationships and Financial Reconciliation
Respond professionally to supplier enquiries regarding outstanding invoices, payment dates, remittances, and account balances.
Investigate discrepancies between supplier statements, internal records, purchase orders, and invoices.
Reconcile supplier accounts regularly and follow up on missing invoices, unallocated payments, and unresolved credits.
Work with procurement, purchasing, warehouse, and operations teams to resolve invoice matching issues.
Maintain accurate supplier information and communicate approved changes to vendor records in line with internal controls.
Escalate overdue invoices, disputed charges, suspicious payment requests, and unusual transactions to the appropriate finance manager.
Assist with month-end closing activities, including accounts payable reconciliations, accruals, and outstanding invoice reports.
Support internal and external audits by retrieving invoices, payment records, approval documentation, and other financial evidence.
Follow company procedures for invoice authorization, segregation of duties, confidentiality, and fraud prevention.
Help maintain positive supplier relationships through timely communication and accurate transaction processing.
Systems, Reporting and Process Improvement
Use accounting platforms, spreadsheets, and digital document management systems to maintain accurate financial information.
Support the use of accounts payable automation tools and electronic invoice approval workflows.
Prepare reports on outstanding invoices, payment schedules, supplier balances, and processing exceptions.
Identify recurring errors and recommend practical improvements to invoice processing and reconciliation procedures.
Assist with testing system updates, reviewing workflow changes, and maintaining accurate financial data.
Protect confidential supplier and company information by following data security and access control policies.
Collaborate with finance colleagues to improve documentation, reporting accuracy, and processing efficiency.
Manage daily workloads effectively while meeting invoice processing deadlines and month-end reporting requirements.
Skills, Work Environment and Career OpportunityThis position offers an opportunity to contribute to an organization's financial accuracy, supplier relationships, and operational efficiency. The successful candidate will work in a professional environment where reliability, accountability, confidentiality, and teamwork are important.
Depending on the employer's requirements, the role may involve working with cloud-based accounting software, enterprise finance applications, automated invoice management tools, and digital reporting systems. Candidates with an interest in finance technology and process automation may have opportunities to broaden their systems knowledge.
Applicants should be comfortable communicating with internal departments and external suppliers, investigating discrepancies, and handling sensitive financial information responsibly. The ability to prioritize urgent payments while maintaining accuracy across routine transactions is essential.
The employer may provide training on internal systems, invoice approval procedures, and company-specific financial controls. A proactive attitude, willingness to learn, and commitment to continuous improvement will help the successful candidate contribute effectively to the finance team.
This role is intended for a Sydney-based opportunity. The actual employer, reporting structure, work arrangement, and employment conditions should be confirmed before the vacancy is published.
Publication note: The description above is newly drafted for a proposed listing; it is not a verified vacancy description from Robert Half.
Certificate, diploma, or bachelor's degree in Accounting, Finance, Business Administration, or a related discipline is preferred.
Approximately 1–3 years of experience in accounts payable, accounts administration, bookkeeping, or transactional finance is desirable.
Understanding of invoice processing, supplier reconciliations, payment terms, purchase orders, and basic accounting principles.
Experience using accounting software, ERP systems, or digital invoice management platforms.
Good working knowledge of Microsoft Excel, including spreadsheet organization, formulas, and data checking.
Strong numerical accuracy and attention to detail when reviewing financial documents.
Ability to identify duplicate invoices, incorrect charges, missing approvals, and account discrepancies.
Effective written and verbal communication skills for dealing with suppliers and internal teams.
Good time management and organizational skills, with the ability to meet payment and reporting deadlines.
Ability to maintain confidentiality and follow financial controls, approval procedures, and data protection requirements.
Willingness to collaborate with colleagues and contribute to month-end reporting and reconciliation activities.
A proactive approach to resolving issues and improving administrative workflows.
Candidates should demonstrate reliability, integrity, and a methodical approach to handling financial transactions. Familiarity with Australian GST documentation and local business accounting practices is an advantage. Relevant accounting software training or professional qualifications may also be beneficial.
