Accounts Payable Officer

Job Description:

Accounts Payable Officer– Elite Supplements (ACT)

Full-time | $75- $80k + Super

POSITION DESCRIPTION

Position Title: Accounts Payable Officer

Reports To: Finance Manager

Location: Hume, ACT

Employment Type: 3-4 days a week, depending on proficiency

Key Stakeholders: Middle Management, Procurement/Purchasing Teams, Suppliers and Vendors, Offshore AP Agents

About Elite Supplements Australia

Elite Supplements Australia is a leading retailer of health and sports nutrition products, providing high-quality supplements to support fitness enthusiasts and athletes. With a strong presence across Australia, we are committed to delivering excellent customer service, expert advice, and premium products. Our operations involve high-volume transactions across multiple entities, ensuring a fast-paced and dynamic work environment.

Position Purpose

The Accounts Payable Officer is responsible for ensuring the efficient and accurate processing of supplier invoices and payments across three operating entities. This role involves handling a high volume of transactions, with two of the entities being inventory-related, including specialised inventory invoice processing. The position requires strong attention to detail, time management skills, effective communication with stakeholders, and the ability to manage and coordinate with our offshore accounts payable team.

Key Responsibilities

Transaction Processing & Account Maintenance

• Process a high volume of supplier invoices accurately and timely across all entities
• Match invoices with purchase orders and goods received notes where applicable
• Obtain appropriate approvals before processing invoices using Approval Max workflows
• Perform daily AP processing and recording for all entities
• Conduct data entry and system maintenance in Xero

Reconciliation & Reporting

• Reconcile supplier statements and resolve discrepancies promptly
• Maintain accurate and up-to-date accounts payable records
• Assist with month-end closing procedures, including AP reconciliations and reporting
• Provide monthly reporting support to the Finance Manager

Stakeholder Management

• Liaise with suppliers regarding payment status, discrepancies, and queries
• Manage new supplier onboarding processes
• Maintain strong supplier relationships
• Provide store operations financial support as required

Team Leadership & Process Improvement

• Manage and coordinate 2 outsourced and offshore staff
• Oversee offshore team's processing of retail store inventory invoices, rent invoices, and supplier reconciliations
• Triage incoming AP issues and allocate resources effectively
• Identify process and operational gaps, implementing refinements and improvements
• Collaborate with internal teams including Operations (for inventory-related transactions) and Finance

Additional Duties

• Support audits and provide necessary documentation as required
• Perform other duties as required by the Finance Manager, within the scope and capabilities of the role

Skills & Experience

Essential Requirements

• Previous experience in an accounts payable role within a high-volume environment
• Proficiency in Xero accounting software (essential)
• Strong attention to detail and accuracy in data entry and financial records
• Excellent communication skills, both written and verbal
• Ability to prioritise tasks and meet deadlines in a fast-paced setting
• Advanced proficiency in Microsoft Excel
• Experience managing or coordinating with remote/offshore teams
• Demonstrated ability to identify and resolve process inefficiencies

Desirable Requirements

• Experience with Dext and Approval Max software platforms
• Experience with inventory-related accounts payable processes
• Previous experience in retail or FMCG environments
• Understanding of multi-entity accounting structures

Key Competencies

• Leadership & Coordination: Effectively manages offshore team members and coordinates workflow distribution
• Process Improvement: Proactively identifies operational gaps and implements solutions
• Time Management: Handles high volumes of transactions efficiently while maintaining accuracy
• Attention to Detail: Ensures precision in financial data and reconciliations
• Problem-Solving: Identifies and resolves supplier discrepancies and process issues effectively
• Teamwork: Works collaboratively with internal and external stakeholders across multiple time zones
• Triage Skills: Ability to assess priority levels and allocate resources accordingly

Performance Measures

• Accuracy and timeliness of invoice processing and payments across all entities
• Effectiveness in resolving supplier queries and discrepancies
• Success in managing and optimising offshore team performance
• Number of process improvements implemented and their impact
• Compliance with company policies and accounting procedures

Reporting & Compliance

• Ensure compliance with company financial policies and procedures
• Adhere to internal controls and reporting requirements
• Support internal and external audits
• Maintain appropriate documentation and audit trails in Xero

Organisational Structure

The Accounts Payable Officer works within a collaborative finance structure:

• Direct report to Finance Manager (Brooke Lance)
• Manages/coordinates 2 offshore AP agents (Powerhouse team members)
• Works alongside Powerhouse Team Lead (Argie Wenceslao) for offshore coordination

Key Contacts

Internal

• Finance Manager and Finance Team
• Operations Teams (for inventory-related transactions)
• Middle Management
• Procurement/Purchasing Teams
• Store Operations Teams
• Leadership Team

External

• Suppliers and Vendors
• Offshore AP Agents (Powerhouse Team)
• External auditors (as required)

Ready to grow with us? Apply now.