Job Overview

Our client is looking for a detail-oriented and organized  Accounts Payable & Data Validation Specialist (Xero) to support day-to-day bookkeeping processes and accounts administration.

The role will focus on reviewing and validating supplier invoices, identifying duplicate entries, checking transaction details, and preparing accurate records for processing through the company's existing accounting workflow.

The successful candidate will help maintain accurate and organised financial records while ensuring that all invoices and supporting documentation are complete and ready for review before being passed through to the accounting system. This role is suited to someone with bookkeeping or accounts payable experience, strong attention to detail, and the ability to work within established financial processes and access controls.

Schedule: Monday - Friday (20 - 34 work hours per week)

Responsibilities

Invoice Processing & Validation

• Review incoming supplier invoices for accuracy, completeness, and consistency.
• Verify invoice details, including supplier information, invoice numbers, dates, amounts, GST, and payment terms where applicable.
• Identify and remove duplicate invoices from the preparation queue in accordance with established procedures.
• Check invoices against available purchase orders, supporting documents, or transaction records where required.
• Flag discrepancies, missing information, unusual charges, and potential duplicate payments for review.
• Ensure invoices are correctly categorised and prepared for processing in accordance with internal guidelines.

Bookkeeping Preparation & Data Management

• Prepare and organise invoice data for submission through the existing API-connected workflow into Xero.
• Ensure information entered into the preparation system is accurate and complete before items are submitted for processing.
• Maintain organised digital records of invoices and supporting documentation.
• Reconcile invoice records against available source documents and transaction listings as part of the preparation process.
• Track outstanding invoices, incomplete records, and items requiring clarification or approval.
• Maintain spreadsheets, processing logs, and other records used to monitor the status of accounts payable transactions.

Accounts Payable Administration

• Assist with maintaining an accurate and up-to-date invoice processing queue.
• Monitor invoices awaiting supporting documents, clarification, or approval.
• Follow up with relevant team members or suppliers to obtain missing information when authorized.
• Help ensure invoices are processed within agreed timelines.
• Escalate discrepancies, duplicate records, and exceptions to the appropriate person for review.
• Support improvements to invoice handling procedures to increase accuracy and efficiency.

Reporting & Process Compliance

• Provide regular updates on invoice processing volumes, outstanding items, and unresolved discrepancies.
• Follow established financial procedures, documentation requirements, and approval workflows.
• Maintain confidentiality when handling financial information and supplier records.
• Adhere to access restrictions and ensure all work is completed within the approved systems and permissions.
• Document recurring issues and suggest practical improvements to the bookkeeping preparation process.

Requirements

• The company uses Xero for accounting, with an existing API-connected workflow for submitting prepared items.
• Direct Xero access will remain restricted to authorized personnel.
• The successful candidate will perform invoice preparation, validation, and related bookkeeping groundwork using approved systems and tools.
• Final accounting approvals, access-controlled actions, and any required Xero processing will remain with authorised personnel.

Qualifications

• Previous experience in bookkeeping, accounts payable, finance administration, or a similar role.
• Familiarity with invoice processing, supplier records, and basic bookkeeping principles.
• Experience working with accounting systems, preferably Xero.
• Strong data entry skills and proficiency in Microsoft Excel or Google Sheets.
• Excellent attention to detail and the ability to identify discrepancies and duplicate records.
• Good organizational skills and the ability to manage repetitive, detail-sensitive tasks accurately.
• Strong written and verbal communication skills.
• Ability to follow established processes, maintain confidentiality, and escalate issues appropriately.
• Experience working with automated accounting workflows or API-connected systems is an advantage.

Key Skills & Personal Attributes

• Accuracy: Consistently checks financial information and identifies errors before submission.
• Attention to detail: Able to detect duplicate invoices, inconsistencies, and missing information.
• Organization: Maintains orderly records and manages invoice processing queues efficiently.
• Integrity: Handles confidential financial information responsibly.
• Process-driven: Follows established workflows and respects approval and access controls.
• Problem-solving: Identifies exceptions and escalates issues rather than making unauthorized changes.
• Reliability: Completes assigned tasks consistently and meets processing deadlines.

Independent Contractor Perks:

• Health Insurance Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities:

When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.