Accounts Payable & Invoicing Administrative Assistant
Marx Media
About the role
🚀 MARX MEDIA IS HIRING!
Accounts Payable & Invoicing Administrative Assistant — AU Client
💰 Salary Package: ₱45,000–₱60,000
We're looking for a detail-oriented and organized Accounts Payable & Invoicing Administrative Assistant to support the finance and accounts team of an established Australian security and facilities management group.
In this role, you'll handle supplier invoice registration, customer invoice preparation, reconciliations, and follow-ups on missing billing information across Team Signal Security and Team Signal FM.
This is an excellent opportunity for someone with accounts payable or invoicing administration experience who is confident working with Excel or Google Sheets, has strong attention to detail, and can work with Australian business operations.
What You'll Do:
- Record and verify supplier invoices, statements, supporting documents, and payment due dates while identifying duplicate entries.
- Prepare draft customer invoices for patrols, alarms, guarding, casual work, and facilities management services using approved rates and supporting service records.
- Maintain accurate records of new sites, unbilled work, creditors, and invoice exceptions.
- Coordinate with relevant teams to follow up missing dockets, rosters, quotes, service start dates, and job completion details.
- Assist with QuickBooks Online data entry and account reconciliations under supervision, ensuring correct company and entity allocation.
- Support weekly alarm and guarding invoicing cycles and monthly recurring invoices.
- Prepare clear daily handovers and weekly reports highlighting outstanding items and invoice exceptions.
What We're Looking For:
- Previous experience in Accounts Payable, invoicing, or accounting administration.
- Strong Excel or Google Sheets skills.
- QuickBooks Online experience is preferred.
- Good understanding of invoice processing, GST, invoice references, dates, and duplicate checks.
- Excellent written and spoken English communication skills.
- Strong attention to detail, accuracy, and organizational skills.
- Ability to follow documented procedures, approvals, and established workflows.
- High level of confidentiality and professionalism when handling financial information.
- Ability to work agreed Australian client business hours.
Important Role Information:
This is an administrative support position working alongside the accounts team. The role does not include authority to approve payments, credits, pricing changes, payroll adjustments, or tax lodgements.
Initial responsibilities will be supervised, with opportunities to take on additional duties as competence and performance are demonstrated.
🖥️ Work Setup:
- Fully remote
- Schedule: Aligned with Australian client business hours (AEST/AEDT)
- Must have a reliable work-from-home setup and stable internet connection
🎁 Additional Benefits:
- Service Delivery Incentive (Attendance)