Accounts Payable Specialist

ROLE OVERVIEW:

We are looking for an Opex/AP Specialist to support the day-to-day finance operations, with a strong focus on Accounts Payable, operating expenditure, payroll administration, and financial controls.

This role would suit someone who is process-driven, detail-oriented, and organised, with a solid foundation in finance operations and the ability to grow within the business. The successful candidate will work closely with Finance, Operations, HR, suppliers, and other stakeholders to ensure accurate and timely processing across AP, expenses, payroll, and month-end activities.

RESPONSIBILITIES:

Accounts Payable and Operating Expenditure

• Manage the end-to-end accounts payable process, including invoice receipt, coding, approval routing, entry, and payment preparation.
• Review invoices for accuracy, correct GST treatment, ABN details, purchase order matching, and compliance with company approval policies.
• Prepare weekly and ad hoc supplier payment runs for review and approval.
• Reconcile supplier statements, follow up missing invoices or credits, and resolve supplier queries promptly.
• Maintain accurate supplier records, including bank account details, payment terms, and supporting documentation.
• Monitor operating expenditure against budgets and flag unusual spend, duplicate invoices, or cost allocation issues.
• Process staff expense claims, corporate card transactions, reimbursements, and petty cash where applicable.
• Support month-end close by ensuring invoices, accruals, prepayments, and expense allocations are processed accurately and on time.
• Take responsibility for the operating cost components of month-end close, including accruals, prepayments, cost allocations, expense reviews, reconciliations, and variance analysis.

Payroll Administration in Xero

• Manage internal payroll processing in Xero, including preparation, review, and completion of scheduled pay runs.
• Maintain employee payroll records, pay templates, bank details, tax settings, leave balances, superannuation details, and payroll-related documentation.
• Prepare and lodge Single Touch Payroll (STP) reporting through Xero each pay cycle.
• Calculate and process PAYG withholding, superannuation, payroll liabilities, and employee entitlements accurately and on time.
• Reconcile payroll transactions, payroll clearing accounts, superannuation payments, and related general ledger accounts.
• Respond to employee payroll queries professionally and maintain confidentiality at all times.
• Support end-of-month, end-of-quarter, and end-of-financial-year payroll activities, including reporting, reconciliations, and payroll finalisation.

Systems, Reporting and Controls

• Use Xero to maintain accurate financial and payroll records, ensuring transactions are coded correctly and supported by appropriate documentation.
• Assist with finance reporting, expenditure analysis, cash flow planning, and cost centre reporting as required.
• Identify opportunities to improve AP, expense, and payroll processes, including automation, controls, approval workflows, and reporting accuracy.
• Maintain strong internal controls over supplier payments, payroll data, employee records, and sensitive financial information.
• Work closely with finance, operations, HR, managers, suppliers, and external advisers to ensure smooth day-to-day processing.

Requirements

• 2–4 years of experience in Accounts Payable, Finance Operations, Accounting, or a similar role
• Experience managing end-to-end Accounts Payable processes
• Strong understanding of invoices, supplier reconciliations, expenses, payments, and month-end processes
• Experience with payroll administration, ideally using Xero
• Familiarity with Australian payroll requirements, including STP, PAYG, superannuation, and employee entitlements
• Experience with Xero is highly desirable
• Strong attention to detail and a high level of accuracy
• Highly organised with strong time-management and follow-through skills
• Comfortable working with financial data, reconciliations, and reporting
• Strong problem-solving skills and a process improvement mindset
• Good communication skills and confidence working with internal and external stakeholders
• Ability to handle confidential financial and employee information with discretion
• Proactive, reliable, and willing to learn and take on additional responsibilities as they grow in the role