[Hiring] Accounts Payable @Teamified

Role Description

The Accounts Payable officer ensures accurate and timely processing of company invoices, vendor payments, and related financial records. This role supports the Finance team and other departments by maintaining robust payables processes, ensuring compliance, and contributing to financial efficiency.

• Process vendor/supplier invoices, expense claims and credit notes: ensure accurate coding, correct approvals, and timely entry into accounting system.
• Match purchase orders, delivery dockets and invoices; resolve discrepancies in an accurate and timely manner.
• Liaise with procurement and receiving teams to confirm receipt of goods/services and follow up missing documentation in a timely manner.
• Prepare and execute vendor payments (via bank transfers, cheques, electronic payments) on a regular schedule, ensuring accuracy and timeliness, and taking advantage of early payment discounts where possible.
• Maintain vendor records: reconcile statements accurately, ensure correct banking details, resolve vendor queries in a timely manner.
• Monitor and manage accounts payable aging: ensure that accounts are paid within agreed terms; flag and escalate overdue liabilities promptly.
• Assist with monthly/quarterly close processes: provide AP balances, accruals, reports as required, ensuring accuracy and adherence to deadlines.
• Contribute to internal and external audits: supply documentation, ensuring accuracy and compliance with policies and regulations.
• Maintain compliance with tax requirements (GST/VAT etc.), internal controls, and company policies.
• Inventory/supply chain support where relevant: coordinate with nursery operations, order fulfilment/deliveries when discrepancies occur that affect payables.
• Process petty cash and employee reimbursements with a high level of accuracy and timeliness.
• Continuous improvement: suggest process enhancements for efficiency, cost savings, and risk reduction.
• Receipting stocks as required by the manager.
• Receiving and handling phone calls professionally.
• Perform adhoc tasks as required by the manager.

Qualifications

• Minimum 2–4 years’ Australian experience in accounts payable or general accounting in a medium to large enterprise environment (preferably with multiple sites).
• Strong numeracy, accuracy, and attention to detail, with the ability to consistently deliver work in a timely manner.
• Proficiency with accounting / ERP systems (e.g. MYOB, Xero, SAP, or similar).
• Solid understanding of accounting fundamentals: accruals, reconciliations, internal controls.
• Good communication skills: ability to liaise with suppliers, internal departments (e.g. sales, operations) and resolve issues diplomatically.
• Ability to manage time, prioritise tasks, and work under deadlines (e.g. month-end, payment run cycles).
• Comfortable working in a growing, dynamic business with scale and variety (multiple classes of suppliers, large order volumes).
• Sound organizational skills and ability to maintain clear documentation.

Requirements

• Proactive and problem solving: ability to anticipate issues (e.g. delayed invoices, missing documentation) and take action in a timely and accurate manner.
• Strong integrity and ethics: handling payments and vendor relationships requires trust.
• Team Player: works well with finance, sales, operations.
• Adaptable: business changes (e.g. seasonality, supply fluctuations) may require flexibility.
• Customer-focused mindset: even though suppliers are internal/external partners, good service and professionalism matter.

Performance Measures / KPIs

• Invoice processing cycle time (from receipt to payment)
• Percentage of invoices matched without discrepancies
• Vendor dispute resolution time
• Accuracy in AP ledger (few to no reconciliation issues)
• Compliance with payment terms and avoidance of late payment fees