Accounts & Administration Officer

Accounts & Administration Officer

Work arrangement: Full-time, office-based

Shift: Day shift

Client: Australian client

Position summary

We're looking for an organised and detail-oriented Accounts & Administration Officer to support the day-to-day financial and administrative operations of our Australian client. This full-time, office-based role is on a day shift and is suited to someone with experience in invoicing, billing, accounts receivable and payable, and financial administration.

Key responsibilities

Accounts receivable and billing

• Process weekly and monthly customer invoices.
• Manage accounts receivable and reconcile customer accounts.
• Process response billing in TrackTik.
• Process customer remittances and allocate payments.
• Follow up on overdue accounts and outstanding debts.
• Respond to customer enquiries about invoices and accounts.
• Create, update and credit invoices as required.
• Maintain accurate customer pricing schedules and billing rates.
• Review and approve Electronics invoices for billing and processing.
• Prepare manpower quotations and pricing requests.
• Process billing for alarm responses, mobile patrols and guarding services.

Accounts payable

• Process supplier invoices accurately and on time.
• Maintain supplier and purchase order records.
• Investigate and resolve supplier invoice discrepancies.

Payroll and costing support

• Review employee timesheets and rostered hours.
• Check billing hours against payroll records.
• Assist with payroll preparation and processing.

Reporting and data analysis

• Assist with weekly actual-versus-budget reports and operational data submissions.
• Generate reports as required.
• Prepare internal financial reports and assist with monthly stakeholder reports.
• Maintain records of unusual billing, rostering or operational activity.

Systems administration

• Maintain customer records in MYOB, Arolfo and TrackTik.
• Update client pricing schedules and billing rates.
• Review, approve and process Electronics invoices.
• Set up and maintain PayWay payment arrangements.
• Create and maintain customer sites in TrackTik.
• Assist with alarm commissioning setup and customer onboarding.
• Audit ESS online and offline accounts.

Regular duties

Daily

• Process customer remittances and allocate payments.
• Process response billing in TrackTik.
• Respond to customer invoice and account enquiries.
• Create, update and credit invoices as required.
• Process PayWay setup and payment requests.
• Update customer records in MYOB and TrackTik.
• Review manpower forecasting requirements.
• Check billing rates and pricing for accuracy.
• Process supplier invoices and maintain financial records.
• Prepare ad hoc reports as requested.

Weekly

• Process manpower billing.
• Follow up on overdue accounts and outstanding debts.
• Prepare Patrol KPI reports.
• Review employee timesheets and billing hours.
• Assist with actual-versus-budget reporting for Electronics, CIT, Patrols and Manpower.
• Record unusual billing or rostering activity.

Monthly

• Process billing for alarm responses and mobile patrols.
• Process client billing for Electronics, ActewAGL, Icon Water, Education, BGIS/NCA, LSE, CIT and other assigned accounts.
• Complete ESS online and offline account audits.
• Process TrackTik billing.
• Send alarm reports to clients as required.
• Assist with monthly reports for external stakeholders and clients.
• Review customer pricing and billing accuracy.
• Support month-end financial and operational reporting.

Skills and requirements

• At least 3–5 years of experience in leadership, administration and accounts management.
• At least 2 years of experience in the BPO industry.
• Experience in accounts receivable and accounts payable.
• Experience using MYOB.
• Strong invoicing, billing and debtor management skills.
• Advanced Microsoft Excel skills.
• Strong written and spoken English communication skills.
• Good organisational and time management skills.
• High attention to detail and accuracy.
• Ability to manage competing priorities and meet deadlines.
• Ability to work independently.