Accounts Payable & Procurement Administrator for a Fire Solutions Company in Australia (Home Based Part Time)

Accounts Payable & Payment Administration

• Reconcile supplier expenditure transactions through Xero bank feeds.
• Run and prepare Accounts Payable reports for weekly payment approvals.
• Maintain supplier banking information including BSB and account details.
• Prepare ABA payment files for approved supplier payments.
• Provide ABA payment files to the Director for upload and processing through ANZ Banking.
• Maintain payment records and ensure payment runs are completed accurately and on schedule.
• Prepare separate reporting for credit card payments requiring Director approval and processing.

Invoice Processing & Approvals

• Process supplier invoices into Lightyear for approval workflows.
• Allocate invoices to the correct approval templates and managers.
• Review supplier records to ensure approval routing is correctly configured.
• Monitor invoice approval status and follow up managers to ensure timely approvals.
• Review supplier statements and identify missing invoices.
• Obtain invoice copies from suppliers when required.
• Ensure invoices are accurately matched against approved purchase orders prior to payment.
• Assist with improving and streamlining approval workflows and system processes.

Purchase Order Management

• Reconcile open purchase orders between Uptick and Lightyear.
• Receipt and close purchase orders within Uptick once goods and services have been received

and processed.

• Investigate and close unmatched or incorrectly matched purchase orders in Lightyear.
• Monitor purchase order workflow compliance between systems.
• Verify purchase orders generated in Uptick are successfully distributed to suppliers and imported

into Lightyear for invoice matching.

• Follow up managers regarding purchase orders that have been manually issued outside approved

processes.

• Assist in maintaining procurement controls and improving system efficiencies.