Finance Administrator (AP/AR)

Our client is a leading commercial kitchen exhaust cleaning company with over 30 years of experience servicing the hospitality industry and corporate businesses across Australia.

They are looking for a Finance Administrator (AP/AR) to support the finance team and ensure smooth day-to-day financial operations.

Accounts Payable & Supplier Management

• Receive, review, and verify invoices for accuracy and completeness
• Code invoices and forward them to the relevant person for approval
• Process approved invoices into the accounting system
• Check invoices against purchase orders to ensure they have been processed correctly
• Organise supplier payments in accordance with cash flow availability
• Allocate bank direct debits accurately
• Submit credit applications for new suppliers and create new supplier profiles in the system
• Handle supplier enquiries and manage day-to-day vendor relationships
• Assist with month-end closing and the preparation of accounts payable reports
• Monitor accounts to ensure vendor payments are up to date

Accounts Receivable & Debt Management

• Perform daily bank receipts allocation for customers
• Allocate customer credits and maintain reports as required
• Process small balance adjustments where required to tidy up COD and customer accounts
• Maintain and update customer records on the system
• Contact overdue customers to establish firm payment arrangements
• Investigate and resolve customer queries regarding accounts, escalating to state offices or managers where appropriate
• Process adjustments for refund requests and forward them to Accounts Payable
• Manage and coordinate the resolution of debtor delinquency
• Send customer overdue letters and final notice letters
• Refer overdue customer accounts to national recoveries for further action when necessary
• Prepare files for bad debts and potential bad debts

General Administration & Communication

• Complete day-to-day accounting tasks including data entry, bank reconciliations, and balance sheet reconciliations
• Support the month-end close process including adjusting journal entries
• Receive, sort, and process incoming mail
• Phone Support: Handle inbound and outbound calls (10-20 calls per day) related to accounts payable, including addressing vendor inquiries and resolving payment issues.
• Assist with inbound calls from customers and transfer them to the appropriate operations teams as needed
• Ensure compliance with company policies and financial regulations
• Identify and implement process improvements to increase efficiency and accuracy
• Complete other day-to-day administration and ad hoc tasks as requested by the management team

Requirements

• 3+ years of administrative support experience in a finance or service-oriented environment.
• Strong oral and written communication skills with the ability to engage professionally.
• Must be comfortable in taking inbound and outbound calls (10-20 calls per day on average).
• Excellent planning, organisation, and multitasking skills.
• High attention to detail with a focus on accuracy in financial processes.
• Strong problem-solving and relationship-building skills to liaise with vendors and internal teams.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and finance software (experience level: advanced).

Benefits

• Permanent remote work arrangement
• Australian Company with a fantastic company culture
• Day shift (Australian Business Hours)
• Annual leave
• HMO
• Christmas Bonus equivalent to 1 month’s wage (pro-rata)