Accounts Payable Specialist (Mid-Level)

Position Summary

The Accounts Payable Officer is responsible for the accurate and timely processing of supplier, subcontractor, and employee-related transactions. The role maintains a reliable accounts payable ledger, prepares the weekly payment run, supports month-end close, and works with operational teams to resolve issues with invoices, purchase orders, and approvals.

Job Details

Work-from-home

Monday to Friday, 8:00 AM – 5:00 PM AEST

Following Australian Holidays

Key responsibilities

• Invoice processing and coding • Receive, review and process supplier and subcontractor invoices, credit notes and adjustments across all assigned HL Group entities. • Validate entity, supplier details, ABN and GST treatment, invoice arithmetic, project or cost code, purchase order and required approval before posting. • Identify duplicate invoices, incorrect charges, missing documentation and other exceptions before payment. • Match invoices to purchase orders, delivery records, hire dockets, subcontract claims or other supporting documents where applicable. • Allocate costs accurately between projects, departments, assets, inventory and overhead accounts in accordance with the chart of accounts and finance procedures.

Approvals and payment runs

• Monitor approval workflows and follow up outstanding approvals so invoices are ready for the weekly Tuesday payment run. • Prepare payment proposals by entity and payment method, including due-date, cash-flow and supplier-priority checks. • Verify bank account changes through an independent control process and escalate any suspected fraud or unusual request immediately. • Provide payment-run reports and supporting records for authorised review and release; do not release payments outside delegated authority. • Issue remittance advices and record payments accurately after authorisation.

Supplier and subcontractor accounts

• Set up and maintain supplier records using approved onboarding documentation and controls. • Respond promptly and professionally to supplier queries, invoice disputes, account holds and payment-status requests. • Reconcile supplier statements to the accounts payable ledger and investigate missing invoices, credits, unapplied payments and aged items. • Maintain complete supporting records for subcontractor claims, retentions, statutory declarations, insurance or licence requirements where relevant to payment. • Monitor credit terms and help maintain constructive supplier relationships without bypassing HL's approval or cash-management controls.