The Accounts & Admin Officer is primarily responsible for managing the end-to-end accounts receivable process for a dedicated portfolio of key Australian supermarket accounts. The core mission is to ensure accurate and timely invoicing, payment allocation, and financial reconciliations, directly addressing and reducing error rates. This role also provides crucial administrative and system support, serving as a vital link between operations, finance, and external customers.

Key Responsibilities

1. End-to-End Accounts Receivable Management

• Perform daily invoicing for major customers, including EDI submission and manual invoice processing.
• Accurately allocate customer payments received both directly and via the debtor finance facility, issuing remittance advices.
• Conduct weekly AR aging reviews and proactively follow up on overdue accounts via email.
• Investigate and resolve unpaid invoices by retrieving Proof of Delivery (POD) from freight portals and liaising with query departments.

2. Customer Claims, Rebates & Promotions

• Prepare weekly rebate reports and calculate rebates for key customers.
• Check and validate GST components for rebates and promotional claims before system entry.
• Monitor and process customer claims and adjustments, ensuring accuracy and submitting claims with POD when required.
• Accrue for promotions and discounts as per the accounting schedule.

3. Debtor Finance & Freight Accounting

• Prepare and upload the daily invoice batch to the debtor finance facility.
• Raise journal entries for finance facility fees and manage related reporting.
• Enter freight supplier bills and manually allocate freight costs to specific sales orders weekly.
• Raise claims against transport suppliers for lost or delayed stock.

4. System, Customer & Administrative Support

• Create new customer accounts and update existing information in the system.
• Process manual orders received via email for non-EDI customers and acknowledge receipt.
• Update product pricing in the system as directed.
• Scan and file all Proof of Pick-up and Delivery dockets daily.
• Monitor and resolve EDI failed invoices by reprocessing or escalating to customer query teams.
• Complete and submit new supplier credit applications.

5. Month-End & Reconciliation Duties

• Perform month-end accruals for freight and promotions.
• Reverse accruals upon receipt of final invoices.
• Ensure all customer rebates and credits are accurately recorded and up-to-date.

Skills & Qualifications (Edited to Reflect Must-Haves)

• Bachelor’s degree in Accounting, Finance, Business, or a related field is preferred.
• Minimum of 3 years of experience in a full-cycle Accounts Receivable role, preferably within FMCG or a BPO serving retail clients.
• Strong analytical and problem-solving skills with a high attention to detail.
• Proficiency in ERP systems and advanced MS Excel skills for reporting.

Work Attributes & Setup (Critical Information Added)

• Must be agile, a quick thinker, and able to work independently with minimal supervision.
• Highly organized and reliable, with strong ownership of tasks and a proactive approach to resolving discrepancies.
• Comfortable managing both professional finance duties and routine administrative tasks.
• This is a permanent Work-From-Home position.